Legal Administrative Assistant
Ecojustice is Canada's largest environmental law charity. Our mission is to use the law to defend nature, combat climate change and fight for a healthy environment for all. Our strategic, innovative public interest lawsuits lead to nation-wide precedents and deliver concrete solutions to our most urgent environmental problems.
Working with Ecojustice means joining a team of passionate, hard-working professionals. We strive to build an inclusive and respectful working environment, where all employees are valued for their contributions to our mission.
Ecojustice offers a comprehensive benefits program, which includes:
- Family friendly workplace policies, including a generous annual vacation allowance (starting at 3 weeks and increasing to 6 weeks), Winter office closure (between Christmas and New Year), Birthday day off, maternity and parental leave top-ups, and a workplace culture with an overarching emphasis on work life balance;
- Extended health and dental coverage for employees and their families;
- RSP matching after 1 year of employment;
- Transportation incentives to encourage an environmentally friendly commute to work; and
- Volunteering incentives, to enable all employees to give back to the communities and causes that they are passionate about.
We also support ongoing employee development through our People Potential Program, which aims to give all employees a tailored plan in order to access professional development and training opportunities relevant to their own career development.
Ecojustice is 100 per cent funded by individuals and organizations who share our values. To learn more about how we are building the case for a better earth, please visit: www.ecojustice.ca.
About the Role:
The Legal Administrative Assistant supports and enhances the work of the Vancouver office by performing legal and administrative tasks requested by the Program, Administrative staff. This includes providing litigation support and assisting generally in day-to-day office operations.
Under the guidance of the Director of Operations and Legal Services Lead, the Legal Administrative Assistant will support the team of our Vancouver litigators along with any other lawyers in Ecojustice's employ across Canada. S/he will carry out a variety of day-to-day functions such as assisting staff lawyers with their day to day practice management. The Legal Administrative Assistant is responsible for all or part of the following duties:
Provide Litigation Support:
- Assemble/photocopy/bind/cerlox Chamber Records, Application Records, Books of Authorities, Factums, Motion Records, Trial Briefs, Appeal Books, Affidavits and other court or tribunal documents
- Prepare paper and electronic documents for court or tribunal, ensuring that all document formatting complies with the rules of the court or tribunal
- Arrange for external services as required for printing, court reporting, transcripts, etc.
- Draft indexes/tables of contents
- Draft and format other basic court/tribunal documents such as Notice of Appearance, Affidavit of Service, etc.
- Electronically file documents or attend at various court and tribunal offices if needed to file documents
- May occasionally serve documents to opposing counsel or parties where necessary
Maintain Records, Library and Filing Systems:
- Open, maintain, close and archive litigation/case files
- Label library materials, and maintain index for library
- Organize cases, and maintain paper and electronic files and reports
- Assist with New Case Inquiry records and procedures
- Previous experience creating or improving filing systems and record maintenance an asset
Assist Program and Administrative Staff:
- Draft correspondence
- Register staff for seminars, etc.
- Arrange meetings, including teleconferences, and attend meetings as required to take notes to follow up on action items
- Schedule workshops, issue invitations, and make other logistical arrangements
- Order supplies and ensure they are fully stocked
- Prepare expense reports and coordinate travel arrangements
- Troubleshoot issues with office equipment and systems and arrange for repair and maintenance
- Receive and relay phone calls to appropriate party
- Receive and distribute incoming correspondence, including faxes
- Prepare and send outgoing mail and courier packages
- Listen to and forward messages from the General mailbox
- Receive and accept delivered packages
Note: This job may require additional responsibilities and duties as assigned by Ecojustice
Education & experience requirements
- Legal Administrative Assistant Certificate or an equivalent combination of training and experience.
- Legal/law office, litigation, and general office administration experience;
- Familiarity with court and civil rules and procedures;
- Proficiency in Microsoft Office and
- Experience in a non-profit environment an asset.
Knowledge required to perform duties:
- Knowledge of legal and litigation procedures
- Familiarity with electronic filing systems used by different courts
- An understanding of legal citation rules considered an asset
- Microsoft Office Suite, including proficiency in using Outlook, Word, Excel, and PowerPoint
- General computer and Internet knowledge and ability to understand and work with computer software and/or programs, as well as troubleshooting
- Understanding of QuickLaw and Adobe Acrobat Pro required
- Familiarity with the use of general office equipment
- Numeracy skills, with basic accounting knowledge an asset
- Keeps abreast of court and (where appropriate) tribunal procedures and has current knowledge of commonly-used concepts, practices, and procedures in the area of litigation
Skills and abilities required to perform duties:
- Attention to detail the ability to edit, proof-read, prioritize activities and ensure that documents are court-ready
- Communication skills the ability to clearly articulate messages both through verbal and written communication at all levels in the organization; strong ability to demonstrate active listening skills
- Writing skills the ability to draft accurate and effective letters and basic legal documents based on precedents
- Interpersonal skills - has empathy, sensitivity and friendship skills when working with others
- Computer skills - Word processing, fast and accurate keyboarding, machine dictation; formatting professional looking documents in Word or Adobe Acrobat Pro, creating and maintaining Excel spreadsheets, and managing Outlook email and calendars
- Internet research skills, and an aptitude for learning new software programs and web-based technologies
- Work under time pressures while maintaining high standards and attention to detail ability to complete binding process to serve and file documents to meet filing deadlines and court/tribunal office closure
- Multi-tasking skills the ability to juggle more than one project at a time
- Prioritization/Time Management skills - the ability to make good use of time and resources
- Planning skills, integrity, assertiveness, honesty, and conflict management
- Flexibility flexible team player able to occasionally work additional hours when necessary
Ecojustice is committed to creating a diverse, equitable, and inclusive work environment. We welcome and value the contributions of individuals who identify as members of a minority or marginalized community, and encourage applications from Indigenous peoples, women, people of colour, and people with a disability.
Interested applicants should submit their cover letter and resume online at:www.ecojustice.ca/careers no later than the July 12, 2019 closing date.
If you have any questions about this role, please contact Mila Coad, People & Culture Coordinator, by email at email@example.com or by calling 604-685-5618.