Legal Administrative Assistant (VA)

Company Description

About Matrix

At Matrix, we deliver a broad range of advisory services and tailored solutions that help organizations navigate change, realize their vision, and optimize performance and productivity. We serve clients across the Greater Toronto Area (GTA), Southern Ontario, and surrounding regions, while also working globally through our trusted network of partners.

We are a boutique consulting firm specializing in strategic advisory and institutional transformation for law firms, courts, government ministries, and complex organizations.

Our model is designed to provide practical, implementation-ready solutions to leadership teams facing sophisticated institutional, regulatory, and organizational challenges. We combine strategic insight with operational execution to ensure meaningful, measurable results.

Job Description

Position Overview

We are a boutique advisory and consulting firm seeking an experienced Legal Administrative Assistant to serve as a specialized, independent consultant who understands how to support legal professionals (lawyers, paralegals, or judges) within a law firm, corporate legal department, or government agency. This role requires high-level expertise in legal administration, practice-area workflows, and law firm operations.

You will provide specialized advisory and implementation support across litigation, immigration, estates, intellectual property, AI & technology, cybersecurity, healthcare, environmental, corporate and financial, international law, social and governance law, and other complex practice areas while optimizing workflows, strengthening infrastructure, and increasing client profitability.

While this role operates in a hybrid work model, consultants and advisors are expected to attend client sites when required to support project delivery, stakeholder engagement, workshops, or other client collaboration.

Key Responsibilities

Specialized Legal Support

• Provide tailored, high-level administrative and operational support in specific practice areas such as litigation, immigration, intellectual property, or other complex legal disciplines.
• Manage specialized workflows unique to the client’s area of practice.
• Support complex documentation and procedural requirements.

Case Management & Docketing

• Track and monitor critical deadlines across jurisdictions.
• Maintain and update case management systems such as Clio and PracticePanther.
• Organize and maintain secure digital case files.
• Oversee docketing systems and ensure timely compliance with court and agency rules.

E-Filing & Court Compliance

• Prepare and manage electronic court filings in accordance with local or administrative tribunal requirements.
• Ensure accuracy, formatting compliance, and timely submission.
• Monitor court communications and filing confirmations.

Complex Document Drafting

• Draft, revise, proofread, and format legal documents including pleadings, motions, contracts, agreements, briefs, and formal correspondence based on attorney instructions.
• Conduct document quality control to ensure consistency and professionalism.

Workflow Optimization & Technology Implementation

• Assess client administrative systems to identify bottlenecks and inefficiencies.
• Recommend and implement improved workflows, automation tools, and legal technology solutions.

Proactive Administrative Management

• Manage complex, multi time zone schedules, and anticipate upcoming deadlines and conflicts.
• Coordinate client communications with professionalism and discretion.
• Proactively resolve administrative issues before they escalate.

Business Operations Support

• Assist with billing, invoicing, and financial tracking.
• Support consulting business operations and client reporting.
• Contribute to marketing visibility by assisting with website updates and professional social media content management.

Qualifications

Education & Qualifications

• Paralegal certification, Law Clerk training, or equivalent legal education.

• 3-5+ years demonstrated experience working with:

  • A consulting firm, or

  • A law firm or legal organization (government, ministry, public, or private sector).

• Strong knowledge of consulting business models and client service delivery.
• Advanced proficiency in legal practice management software and document automation tools.
• Advanced knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint) and legal software (e.g., iManage, CosmoLex, PCLaw, LexisNexis, iManage, NetDocuments, Dropbox, SharePoint, Clio, PracticePanther, MyCase, Slack, Zoom, MS Teams, RingCentral).
• Demonstrated proficiency with CaseCentre (formerly CaseLines), a secure cloud-based document management and evidence-sharing platform utilized by the Ontario courts for the organization, exchange, and presentation of digital court materials and evidentiary records.
• Exceptional written and verbal communication skills for interaction with senior stakeholders, organizational, analytical, and communication skills.
• Strong understanding of legal terminology, procedures, and documentation.
• Proven ability to handle sensitive and confidential information with discretion. 
• Ability to work independently in a fully remote environment while maintaining confidentiality and professionalism.

Preferred Competencies

• Experience in litigation, immigration, intellectual property, or other specialized practice areas.
• Familiarity with court e-filing systems across multiple jurisdictions.
• Proven track record of improving workflows and implementing legal technology solutions.
• Strong problem-solving skills with a proactive, strategic mindset.

Engagement Structure

This is a remote, consulting-based engagement designed for a professional capable of delivering both strategic advisory services and high-level operational execution.

What We Offer

• Remote, flexible consulting arrangement.
• Opportunity to work with diverse law firms and legal professionals.
• High-impact role focused on operational excellence and strategic legal administration.

Additional Information

Diversity & Inclusion Statement:  Our firm is committed to building a diverse and inclusive advisory network. We value professionals of all backgrounds, experiences, and perspectives, and we believe that diverse teams deliver richer insights and more effective solutions for our clients. We value diversity and inclusion in our global advisory network and encourage applications from professionals of all backgrounds, experiences, and perspectives.

Matrix is committed to building a diverse and inclusive team. We welcome applicants of all backgrounds and experiences, and we do not discriminate on the basis of race, gender, sexual orientation, age, religion, disability, or any other protected status.

All information will be kept confidential according to privacy guidelines.