Our client, a well-established and highly regarded law firm in downtown Vancouver, is seeking an Administrative Assistant to provide dedicated support to a team of 2–3 lawyers. This is a key role for a polished and highly organized professional who thrives in a fast-paced legal environment and enjoys balancing practice support, project coordination, billing, and day-to-day administration.

This opportunity is ideal for someone who takes pride in producing high-quality work, delivers excellent client service, and is looking to grow their career within a collaborative and professional law firm setting.

Key Responsibilities

Practice and Administrative Support

• Open, maintain, close, and archive client files
• Collect and organize required client intake documentation, including compliance-related forms
• Manage calendars, meetings, deadlines, contact lists, and bring-forward systems for assigned lawyers
• Prepare expense reports, trust-related documentation, and mail forwarding materials
• Answer and direct phone calls and respond to email inquiries
• Communicate professionally with clients and external contacts as needed

Project and Document Coordination

• Track the status of active matters and update internal project management tools
• Maintain organized contact lists and project records
• Monitor next steps, key contacts, and task ownership across ongoing files
• Intake, organize, and route correspondence and documentation appropriately
• Take meeting minutes and follow up on action items
• Edit and format correspondence, agreements, reports, forms, and spreadsheets
• Coordinate document execution and assemble final documentation packages

Billing and Financial Administration

• Prepare WIP reports, pre-bills, and client invoices
• Review billing for completeness and accuracy, including edits where required
• Send invoices to clients and save supporting correspondence to file
• Follow up on outstanding accounts receivable balances
• Prepare trust documentation related to invoice payments

Team Support

• Provide backup support to other legal support staff during absences
• Assist with occasional shared reception coverage as needed

Qualifications

• 2+ years of experience in an Administrative Assistant role providing support to managers or senior level executives ideally within professional services, a law firm is a plus
• Strong proficiency with Microsoft Office Suite, Adobe, and legal or document management software
• Experience with tools such as Litera Compare, Cosmolex, iManage, BC Online, DocuSign, MyLTSA, or similar platforms is considered an asset
• Excellent technical, formatting, and document production skills
• Strong attention to detail and a commitment to high-quality work
• Proven ability to manage multiple priorities in a busy and high-volume practice
• Professional, positive, and service-oriented approach
• Strong communication skills, both written and verbal
• Ability to work independently while also contributing as a collaborative team member
• Sound judgment and discretion in handling confidential and sensitive matters

If this sounds like the role for you, please apply today! Please reference job number 05060-0013498159 in all correspondence.

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