Permanent Position – Hybrid
Under general direction, the Legal Assistant provides high-level administrative and practice support to legal professionals within the Labour, Employment and Human Rights (LEHR) group. The role involves managing daily practice activities, coordinating schedules and deadlines, preparing legal documentation, and supporting client service delivery in a fast-paced, deadline-driven environment.
This is a hybrid role with a required attendance of three (3) days on-site.
Hours of work are from Monday to Friday, 9:00 a.m. – 5:00 p.m. ET. Occasional pre-authorized overtime may be required to meet business and client needs.
Primary Responsibilities:
- Practice & Calendar Management
- Manage complex calendars, including scheduling meetings, mediations, hearings, arbitrations, and court appearances
- Monitor critical dates deadlines and ensure timely follow-up and filings
- Maintain bring-forward systems and proactively track key milestones and deliverables
- Coordinate logistics and materials for hearings, mediations, and client meetings
- Liaise with legal professionals to prioritize tasks and adapt to changing deadlines
- Document Production & Legal Support
- Draft, revise, format and proofread legal documents, including pleadings, briefs, correspondence, and tribunal filings
- Prepare and file documents with Ontario courts, the Labour Relations Board, CIRB, and the Human Rights Tribunal of Ontario (HRTO)
- Ensure all documentation meet firm standards for accuracy, completeness, and formatting
- Assemble books of documents, hearing briefs, and supporting materials
- Draft routine correspondence and memoranda for review
- Client & File Management
- Coordinate conflict checks and open new client matters in accordance with firm policies
- Maintain accurate and up-to-date client and matter information within firm systems
- Organize and manage physical and electronic files, ensuring accessibility and compliance with recordkeeping standards
- Communicate professionally with clients, opposing counsel, and third parties
- Support client onboarding and ongoing file management processes
- Billing & Financial Administration
- Assist with time entry, billing preparation, and submission processes
- Track and manage complex client billing requirements, including guidelines and rate structures
- Review billing details for accuracy and completeness prior to submission
- Liaise with Accounting and Billing teams to resolve discrepancies and support timely invoicing
- Administrative & Operational Support
- Coordinate meetings, travel arrangements, and related logistics
- Handle correspondence, mail, courier services, and document management tasks
- Utilize legal and firm software for case management, document automation, and e-discovery support
- Collaborate with other legal assistants and administrative teams to ensure seamless support coverage
- Perform additional administrative duties as required to support legal professionals and firm operations
Required Knowledge and Experience:
- Completion of a recognized post-secondary Legal Assistant, Law Clerk, or related program preferred
- Minimum of three (3) years of experience in Labour and Employment Law or Litigation
- Demonstrated experience with Ontario court and tribunal processes, including HRTO procedures
- Strong understanding of legal documentation, court procedures, and tribunal rules
- Knowledge of Labour, Employment and Human Rights practices and processes
- Familiarity with law firm systems, document management, and billing platforms
- Working knowledge of Microsoft Office Suite and legal software applications
- Must be bilingual in French
- Excellent organizational and time-management skills with the ability to manage competing priorities
- Strong attention to detail and commitment to accuracy
- Proven ability to work independently while contributing to a collaborative team environment
- Exceptional written and verbal communication skills
- Strong client service orientation and professional judgment
- Ability to handle sensitive and confidential information with discretion
- Adaptability and willingness to learn new tools and technologies
Pay Range
$55,000 to $75,000 per annum. Pay range to be commensurate with experience.
Vacancy
This role is being posted to fill a current vacancy.
AI Disclosure
Please note that artificial intelligence tools may be used to assist in screening, assessing, or selecting applicants for this position.
About Fasken
As a premier law firm with over 900 lawyers worldwide, Fasken is where excellence meets expertise. We are dedicated to shaping the future our clients want, precisely when it matters most. For more information, visit fasken.com.
Diversity and Inclusion
At Fasken, we believe in a diverse workplace made up of people with unique experiences and qualities. It is important that all our members find our workplace welcoming and caring. An inclusive workplace creates a fair environment where people are respected and valued.
Accessibility and Accommodation
It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.
Background and Reference Checks
Any offer of employment may be conditional upon references and full background checks including a criminal record check, a credit check, employment and educational verifications.
NO AGENCIES, PLEASE.
