Litigation Assistant

About Davies

Davies is a top-tier Canadian law firm focused on high-stakes matters. With offices in Montréal, Toronto and New York, we are consistently at the centre of the most challenging deals and cases in Canada and abroad.

A position at Davies is more than just a job. When you join the firm, you will be welcomed by a team that places as much emphasis on supporting its people as it does on serving its prestigious clients. As such, we have created a collaborative environment where team members of all backgrounds feel appreciated and are encouraged to share their ideas while working alongside some of the brightest legal and business professionals who are eager to share their knowledge and experience.

About the Position

We are looking to fill an existing vacancy for a Litigation Assistant to join the Litigation team in our Toronto office. Reporting to the Senior Manager, the successful applicant will support three lawyers. Responsibilities include preparing and processing legal documents for all stages of litigation, managing lawyers' calendars and client files, coordinating billing and administrative tasks and liaising with internal departments to ensure efficient workflow. The successful candidate will demonstrate initiative, pay high attention to detail and be able to work independently in a fast-paced environment. Strong client service skills, organizational skills and practice management abilities are essential.

Primary Responsibilities

Litigation Document Preparation and Filing

• Prepare and process correspondence, memoranda and legal documents according to the firm's standards, using the firm's word processing and document management software
• Prepare documentation for court proceedings, including documents pertaining to originating process (statement of claim), motions, discoveries, mediations, affidavits and briefs, exhibits, pre-trial documents (conference briefs) and trial documents (trial book/record)
• Ensure all prepared documents comply with the court formatting requirements (font, spacing, bookmarks, hyperlinks for Case Center)
• File documentation through Ontario e-filing portals (e.g. Civil Submissions Online (JSO), Case Center and Ontario Court Public Portal (OCPP))
• Monitor court notices and rejections; ensure corrections are made promptly
• Compose and draft routine cover letters and documents
• Proofread documents and check for appropriate Davies style formatting, spelling and grammar; prepare revisions and blackline documents as directed
• Serve materials on opposing counsel in accordance with the Rules of Civil Procedure
• Schedule discoveries, mediations & court hearings with Veritext/Array (court reporting services)

Client and Practice Management

• Manage key dates and update calendars for assigned lawyers, including meetings, appointments, due dates and client-related activities
• Assist lawyers and students with the establishment and maintenance of online tools (Deal Room/ShareFile) for the purpose of facilitating legal transactions for the firm
• Work with the lawyer to enter new client and matter opening requests using the firm's database
• Manage files, including opening new files and maintaining precedent files
• Work with the records department to create, maintain and store client files, as appropriate

Communications and Correspondence

• Review and route incoming mail and fax communications; prepare and process outgoing mail and faxes; arrange specialized mail or messenger services, as required
• Respond to emails with high urgency
• At the direction of the lawyer, ensure email correspondence is filed to the appropriate client matter
• Receive, handle, screen and/or direct incoming calls as directed by lawyer; respond to routine inquiries and requests from clients; take messages

Administrative and Billing Support

• Coordinate docket entry and submission according to the firm's timelines for docket submissions
• Prepare client accounts and coordinate client billing matters with the accounting department
• Prepare expense reimbursements and disbursement requests
• Coordinate lawyer travel arrangements and travel expense reports using the firm's Chrome River database
• Update contact names and addresses in the firm's CRM database (InterAction) on a regular basis
• Coordinate client meetings, including scheduling rooms and arranging for catering and/or audio-visual equipment using the firm's booking software (Meeting Room)

Team Collaboration

• Coordinate and disperse tasks to be performed by various resource groups such as document specialists, billing specialists, etc., while ensuring tasks are completed in a timely manner
• Demonstrate teamwork and provide support to other litigation assistants, as time permits
• Provide support to other lawyers, clerks and/or students within the team structure in the absence of the regularly assigned assistant when dedicated support is not available
• Work cooperatively with other departments and individuals in the firm
• Provide general administrative support as needed

Qualifications

• Community college certificate in a Legal Assistant program or equivalent
• Minimum of five (5) years of experience as a litigation assistant, or an equivalent combination of education, training and experience
• Previous experience in a litigation environment is required; experience in a large law firm is an asset
• Exceptional communication skills, both verbal and written
• Excellent interpersonal skills and a high level of professionalism
• Excellent technical knowledge of Microsoft applications, especially Word, Excel, PowerPoint and Adobe Acrobat
• Excellent knowledge of Case Center, Automated Civil Litigation (ACL5) software, Civil Submissions Online portal and Small Claims Court Online portal and their respective filing requirements
• Knowledgeable about the Rules of Civil Procedure, and the Ontario Practice Directions for Civil, Commercial List, Divisional Court, Court of Appeal and Federal Court
• Excellent client service skills
• Highly organized with the ability to handle administrative tasks and produce documents in a timely and accurate manner
• Able to produce a high volume of work with minimal supervision
• Excellent time-management and prioritization skills, with the ability to work effectively under tight deadlines and high-pressure situations
• Strong attention to detail
• Team player with a positive attitude who takes initiative while using discretion and good judgment in decision making

Salary Range

The expected salary range for this role is $75,000 – $85,000, with the final offer determined by the candidate’s experience and performance potential.

To Apply

For more information or to submit your application, please email Karen Keane, Senior Manager, Legal Assistants and Support Services at View email address on ca.talent.com

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

Davies is committed to providing a diverse, inclusive and accessible workplace for candidates and firm members with disabilities. Please let us know of any accommodations you may require at any time during the recruitment process.