Overview
Legal Assistant / Executive Assistant Jobs in Fredericton, New Brunswick, Canada at Mathews Dinsdale & Clark LLP
Title: Legal Assistant / Executive Assistant
Company: Mathews Dinsdale & Clark LLP
Location: Fredericton, New Brunswick, Canada
Company Description
A highly recognized national boutique law firm specializing in Labour & Employment law is looking for a Legal Assistant or Executive Assistant with exceptional qualities to work with a senior partner in a very dynamic and interesting environment. Preference will be given to those applicants who have previous experience in labour or have significant experience managing complex litigation files. The successful candidate will possess strong interpersonal skills, and the ability to multi-task successfully. Practice and client management skills are also a must.
Duties and Responsibilities
Client File Management
- Create, organize, and maintain electronic client/matter files within a document management system
- File emails and attachments using standardized naming conventions
- Ensure proper document management and version control
Email Management
- Monitor and manage the lawyer’s inbox, organizing and filing relevant correspondence
- Prepare a daily end-of-day “To Do” list summarizing outstanding tasks
- Track email responses and follow up as needed
- Update contact information and maintain familiarity with ongoing matters
- Respond to emails within scope of responsibility
Calendar Management
- Schedule and coordinate meetings based on established preferences
- Follow up on meeting requests to ensure timely booking
- Provide daily summaries of upcoming schedules, including required documentation and contact details
Major Project Support
- Assist with financial and collective agreement benchmarking
- Organize and maintain complex project files
- Ensure consistent document management practices across projects
Labour Relations & Reporting
- Prepare meeting agendas and take formal/informal minutes
- Maintain and update daily workplans
- Update Labour Relations reports (Safety, D&A, Grievance Statistics) as required
- Compile and maintain project binders, including printing and organizing documents
Administrative Support
- Transcribe daily dictation related to emails, meetings, and instructions
- Handle bank deposits
- Manage incoming/outgoing mail and courier services
- Distribute mail appropriately
- Occasionally pick up or deliver documents (including from/to the lawyer’s residence)
- Assist with general office maintenance
- Perform other related administrative duties as required
Qualifications:
- High level of discretion and professionalism
- Proficiency with Microsoft Office and document management systems (iManage experience an asset)
- Ability to multitask and prioritize effectively in a fast-paced environment
Schedule:
This is a full-time position offering flexible working hours to accommodate a practice that operates across multiple time zones. Due to the fast-paced nature of the firm, occasional overtime is required to meet project deadlines, which will be compensated accordingly.
Work Location:
In-person at our downtown Fredericton office
