Practice Manager (Legal Administrative Assistant) Corporate/Commercial + Real Estate (Victoria)

ABOUT THE ROLE

We refer to our legal assistants as “Practice Managers” to signify the elevated level of ownership they take in supporting the team’s success. Our Practice Managers are deeply integrated into our legal files, helping to coordinate the bigger picture and support client care by participating in client meetings, transaction calls, and logistics planning with internal teams. Our Practice Managers have a full seat at the table, and we wouldn’t have it (or survive) any other way.

As a Practice Manager at Miller Titerle + Company (MT+Co.), you will help your team keep track of all the moving parts by coordinating workflows, tracking outstanding deliverables and documents, and helping us stay on top of our service commitments. You’ll also get to flex your creativity and problem-solving skills on business activities beyond client service, such as marketing and business development initiatives, firm strategic planning, and continuous improvement projects.

This particular role will involve supporting certain lawyers in the Business Law and Transactions Group. While the firm is generally supportive of hybrid remote work, some in-office needs come up from time to time that will require you to attend the office outside of your hybrid schedule.

ABOUT YOU

The firm will provide training and other support to get your skills up to speed, but these are the traits you will generally embody naturally:

• Confident: You communicate confidently and candidly. You are comfortable asking for what you need, suggesting better ways of doing things, and holding people accountable for following processes and delivering results. You believe the best way to determine process and workflow is through open, constructive communication, preferably in person. Part of your role will be to facilitate group check-ins and correspondence, so confidence speaking up in a group setting is a must.
• High Performing: You are disciplined and take responsibility for your outcomes. You like to have everything under control, so you’re proactively “one step ahead” and take ownership of moving things forward as much as possible. You have an eye for continuous improvement and the drive to plan and execute it.
• Supportive: You enjoy assisting others by providing excellent service. You empower other people’s performance by building systems, documenting processes, and proactively anticipating their needs. Your empathy helps you think critically about the client and colleague experience.
• Curious: You’re eager to learn and excited by understanding new processes and tasks. You seek out your own learning opportunities and take time to understand the bigger picture of what you’re working on.
• Detail-Oriented: You’re a detail-oriented person, and can proofread like a pro. You have an eye for design and take pride in making things look nice, while also knowing when to prioritize function over fashion. You thrive on precision and administrative excellence.
• Flexible: You’re good at dealing with change and can gracefully “roll with the punches” when things get a bit messy. You handle stress well, assume positive intentions in others, and step up to the plate when your colleagues need a helping hand.
• Tech-Obsessed: You get a thrill out of working smarter instead of harder. You enjoy mastering your tech tools (while patiently helping others do the same) and are excited about the potential of automation in the workplace. You’re always on the hunt for technology that makes your life easier.

EXPERIENCE

Ideally, you are a graduate of a legal administrative assistant program with 3+ years of experience in corporate/commercial law. Formal Practice management or paralegal training (or an interest in pursuing either) is an asset!

A reasonable estimate of the salary range for this role is CAD$62,000 to $78,000 at the time of this posting. Within the range, individual pay is determined by factors such as market rates, job-related skills, relevant experience, and education and/or training.

Please note that the range reflects the base pay only and does not include our competitive bonus program, 100% employer-paid benefits, and various other perks offered by the firm.

GENERAL DUTIES

While our firm is constantly evolving (and flexibility is key), as of now, the duties of this role generally include:

Legal + Deal Support

• Draft legal documents from precedent and client correspondence
• Various admin support on business transactions and closing matters
• Process some routine corporate transactions with paralegal support
• Conduct due diligence searches and prepare due diligence summaries
• Prepare forms and liaise with the finance department regarding trust transactions
• Property research and preliminary review of purchase and sale contracts
• Arrange signing appointments
• Compile lender, vendor, and purchase packages for signature
• Prepare closing day checklists and realtor commissions
• Prepare closing books and provide various admin support on closing matters

General Admin

• Revise documents based on lawyer markups
• Document formatting and assembly, with some scanning/photocopying
• Assist with the client intake process
• Track and follow up on outstanding deliverables and client signatures
• Attend to ad hoc client requests
• Day-to-day coordination, like scheduling, ordering couriers, and arranging client gifts

Team Organization

• Proactively think about and prepare “next steps” for the team
• Hold the team accountable for following procedures
• Create and improve processes to streamline workflows
• Help plan and execute marketing initiatives, like blogs and webinars
• Source and implement tech solutions to better organize tasks and deadlines

HOW TO APPLY

Please send a resume and a brief statement describing why this particular role speaks to you to Natalia Yan at people@millertiterle.com.