Job Summary
We are seeking a detail-oriented and proactive Legal Assistant/Paralegal to support our legal team. This role involves assisting with case preparation, managing legal documents, and providing administrative support to ensure the smooth operation of our legal services. The ideal candidate will be highly organized, detail-oriented, capable of managing multiple priorities simultaneously, and comfortable working both independently and collaboratively in a client-focused legal environment. This position offers an opportunity to gain valuable experience within a professional legal environment. The successful candidate will provide comprehensive legal and administrative support to the lawyer and will be expected to work independently in a fast-paced law practice focusing on Residential Real Estate, Immigration, Criminal Defense, and Wills & Estates. Duties will include, but are not limited to:
Duties
- Managing all aspects of client intake, including responding to inquiries, scheduling consultations, opening files, conducting conflict checks, and maintaining accurate client records.
- Drafting, formatting, proofreading, and preparing legal correspondence, court documents, forms, affidavits, statutory declarations, retainer agreements, engagement letters, and other legal documentation.
- Maintaining physical and electronic file management systems, ensuring all files are organized, up to date, and compliant with office procedures and regulatory requirements.
- Managing lawyer calendars, court dates, filing deadlines, client meetings, limitation periods, and follow-up reminders to ensure timely completion of all matters.
- Communicating professionally with clients, opposing counsel, court staff, government agencies, lenders, realtors, brokers, financial institutions, and other third parties.
- Preparing client accounts, invoices, trust documentation, expense records, and assisting with general billing and file administration.
- Monitoring incoming mail, email, faxes, and electronic filings, and ensuring timely distribution and actioning of correspondence.
- Conducting basic legal and factual research as directed and assisting with the preparation of supporting documentation for various legal matters.
- Maintaining strict confidentiality and exercising sound judgment when handling sensitive legal and personal information.
Residential Real Estate Responsibilities
- Opening and managing residential purchase, sale, refinance, transfer, and mortgage files from start to finish.
- Preparing and reviewing real estate documentation, including transfer documents, mortgage documents, Statements of Adjustments, trust letters, reporting letters, and closing packages.
- Communicating with clients, lenders, realtors, mortgage brokers, and other law firms to coordinate residential real estate transactions.
- Ordering and reviewing title searches, tax certificates, corporate searches, and other due diligence documents.
- Assisting with trust transactions, closing procedures, and post-closing reporting requirements.
- Preparing reporting packages and ensuring all registration and filing requirements are completed accurately and on time.
- Monitoring transaction timelines and ensuring all closing conditions and lender requirements are satisfied.
Immigration Law Responsibilities
- Assisting with the preparation and submission of immigration applications, including visitor visas, study permits, work permits, permanent residence applications, sponsorship applications, citizenship applications, refugee-related matters, and other immigration processes.
- Preparing immigration forms, supporting documents, statutory declarations, submission letters, and application packages.
- Communicating with clients regarding document collection, application requirements, deadlines, and case updates.
- Maintaining detailed immigration file records and ensuring compliance with filing deadlines and procedural requirements.
- Monitoring application progress and correspondence from immigration authorities and assisting with responses as directed.
- Organizing and reviewing supporting documentation to ensure complete and accurate application submissions.
Criminal Law Responsibilities
- Assisting with the preparation and management of criminal defence files at all stages of proceedings.
- Preparing court documents, correspondence, disclosure requests, bail materials, sentencing materials, and other criminal law documentation.
- Managing disclosure received from Crown prosecutors and organizing materials for lawyer review.
- Scheduling court appearances, client meetings, and maintaining accurate court calendars.
- Communicating with Crown offices, court clerks, Legal Aid, probation offices, and other stakeholders as required.
- Assisting with the preparation of hearing materials, legal briefs, exhibits, and court binders.
- Ensuring court filing deadlines and procedural requirements are met.
Wills & Estates Responsibilities
- Assisting with the preparation of wills, powers of attorney, personal directives, probate applications, and estate administration documents.
- Drafting routine correspondence and legal documents related to estate planning and estate administration matters.
- Coordinating client meetings for execution of wills and other estate planning documents.
- Organizing and maintaining estate files and supporting documentation.
- Assisting with probate and estate administration applications and ensuring filing requirements are met.
- Communicating with clients, financial institutions, beneficiaries, executors, and government agencies regarding estate matters.
- Preparing reporting letters and maintaining accurate records throughout the administration process.
General Office Responsibilities
- Contributing to the efficient day-to-day operation of the law firm through proactive administrative support and problem-solving.
- Assisting with office organization, document management, record retention, and workflow improvement initiatives.
- Identifying issues before they become problems and taking initiative to ensure matters progress efficiently.
- Providing exceptional client service by maintaining professionalism, empathy, responsiveness, and attention to detail in all interactions.
- Performing additional administrative and legal support duties as assigned to support the needs of the practice.
- Drafting, formatting, proofreading, and preparing legal correspondence, court documents, forms, affidavits, statutory declarations, retainer agreements, engagement letters, and other legal documentation.
- Maintaining physical and electronic file management systems, ensuring all files are organized, up to date, and compliant with office procedures and regulatory requirements.
- Managing lawyer calendars, court dates, filing deadlines, client meetings, limitation periods, and follow-up reminders to ensure timely completion of all matters.
- Communicating professionally with clients, opposing counsel, court staff, government agencies, lenders, realtors, brokers, financial institutions, and other third parties.
- Preparing client accounts, invoices, trust documentation, expense records, and assisting with general billing and file administration.
- Monitoring incoming mail, email, faxes, and electronic filings, and ensuring timely distribution and actioning of correspondence.
- Conducting basic legal and factual research as directed and assisting with the preparation of supporting documentation for various legal matters.
- Maintaining strict confidentiality and exercising sound judgment when handling sensitive legal and personal information.
Qualifications, Skills & Experience
The ideal candidate will possess the following qualifications, skills, and attributes:
- Completion of a Legal Assistant, Legal Administrative Assistant, Paralegal, Office Administration, or related post-secondary program is considered a strong asset.
- Minimum of 2 years of experience working in a law firm, legal department, or professional office environment. Experience in Residential Real Estate, Immigration, Criminal Defence, and/or Wills & Estates is highly preferred.
- Demonstrated ability to manage multiple files simultaneously while maintaining a high degree of accuracy, organization, and attention to detail.
- Strong understanding of legal office procedures, file management practices, document control systems, and confidentiality requirements.
- Exceptional written and verbal communication skills, including the ability to draft professional correspondence with minimal supervision.
- Excellent proofreading, editing, and document formatting skills with a keen eye for detail and consistency.
- Strong interpersonal skills and the ability to build positive and professional relationships with clients, colleagues, court staff, government agencies, lenders, realtors, and other stakeholders.
- Ability to communicate with empathy, professionalism, and discretion when dealing with clients experiencing stressful or sensitive legal matters.
- Proven ability to prioritize competing deadlines and adapt effectively in a fast-paced legal environment.
- Strong time management skills with the ability to work independently, take initiative, and follow tasks through to completion.
- Ability to identify potential issues, anticipate needs, and proactively implement solutions before problems arise.
- Demonstrated ability to exercise sound judgment and maintain strict confidentiality regarding client and firm information.
- Strong critical thinking and problem-solving abilities with the capacity to learn new procedures and legal processes quickly.
- Ability to work effectively both independently and as part of a collaborative team.
- Strong customer service orientation and commitment to providing an exceptional client experience from intake to file closure.
- Professional demeanor, positive attitude, and a willingness to contribute to a supportive and respectful workplace culture.
Technical Skills
- Advanced proficiency with Microsoft Office Suite, including Word, Outlook, Excel, Teams, and Adobe Acrobat.
- Advanced document formatting skills, including preparation of professional legal documents, tables of contents, tables of authorities, and large document packages.
- Strong computer literacy and ability to quickly learn and utilize legal practice management software and cloud-based systems.
- Experience with legal document management, electronic file organization, PDF editing, electronic signatures, and digital record keeping.
- Ability to manage electronic calendars, task lists, reminder systems, and deadline tracking tools effectively.
- Experience with online government portals, court filing systems, land title systems, and regulatory platforms is considered an asset.
- Comfortable using technology to improve workflow efficiency and support paperless office operations.
- Experience with social media, website updates, online marketing platforms, or CRM systems is considered an asset but not required.
Residential Real Estate Knowledge
- Knowledge of residential real estate transactions, including purchases, sales, refinances, transfers, and mortgage transactions.
- Familiarity with title searches, Statements of Adjustments, lender instructions, trust conditions, reporting letters, and closing procedures.
- Understanding of the roles and responsibilities of lawyers, lenders, realtors, mortgage brokers, and clients in residential real estate transactions.
- Experience using real estate conveyancing software is considered a strong asset.
Immigration Law Knowledge
- Familiarity with Canadian immigration processes and application types, including visitor visas, study permits, work permits, permanent residence applications, citizenship applications, sponsorship applications, and refugee matters.
- Experience preparing immigration forms and supporting documentation with accuracy and attention to detail.
- Understanding of strict immigration filing deadlines and document requirements.
- Ability to manage high-volume document collection and maintain organized application records.
Criminal Law Knowledge
- Familiarity with criminal court processes, scheduling, disclosure management, and criminal file administration.
- Experience preparing court documents, correspondence, and client communication relating to criminal proceedings.
- Understanding of the importance of confidentiality, urgency, and accuracy in criminal defence matters.
- Ability to maintain organized disclosure records and assist in preparing materials for hearings, trials, and sentencing proceedings.
Wills & Estates Knowledge
- Familiarity with wills, powers of attorney, personal directives, probate applications, and estate administration matters.
- Experience preparing estate planning and estate administration documentation.
- Understanding of client confidentiality requirements and the sensitive nature of estate planning and probate files.
- Ability to maintain organized records and communicate effectively with executors, beneficiaries, financial institutions, and government agencies.
Personal Attributes
- Highly organized, dependable, and detail-oriented.
- Self-motivated and capable of working with minimal supervision.
- Professional, courteous, and client-focused.
- Honest, trustworthy, and able to handle confidential information with discretion.
- Adaptable and comfortable working in a growing law practice where priorities may shift throughout the day.
- Strong work ethic with a commitment to excellence and continuous improvement.
- Positive attitude, strong sense of accountability, and willingness to take ownership of assigned responsibilities.
- Dedicated to delivering high-quality work product and exceptional service to clients and colleagues.
Candidates who have experience across multiple practice areas and can confidently manage files with minimal supervision will be given preference.
Pay: $21.00-$25.00 per hour
Benefits:
Ability to commute/relocate:
- Calgary, AB T2X 1P1: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Legal Assistant work : 1 year (preferred)
Licence/Certification:
- Legal Assistant Certification or Diploma (preferred)
Work Location: In person
