Office Administration jobs in Hamilton, ON

Senior Legal Assistant / Legal Secretary

Location: Downtown Hamilton, Ontario
Job Type: Full-Time, Permanent, In-Office
Salary: $45,000–$55,000 per year, commensurate with experience and qualifications.
Schedule: 35 hours per week
Experience Required: Minimum 5 years of legal administrative experience

The Position

We are looking for an experienced legal assistant who already knows how a law office runs. This is a senior administrative position for someone who is comfortable managing deadlines, dealing with court offices and counsel, navigating electronic filing systems, and keeping files moving without needing constant direction.

This position offers considerable independence and is best suited for someone who takes ownership of their work, anticipates what needs to be done, and is comfortable working without constant supervision.

The successful candidate will work closely with members of the firm in a busy litigation practice. We are looking for someone who is organized, dependable and confident in their abilities, and who understands that strong legal administration involves more than simply completing assigned tasks. It means staying on top of files, recognizing what requires attention, following up when necessary, and helping ensure that deadlines and next steps do not get missed.

For an experienced legal assistant who enjoys being relied upon and having responsibility for their work, this position offers the opportunity to become an important part of the day-to-day operation of the firm.

What You Will Be Doing

Your responsibilities will include:

• Managing lawyers' calendars, appointments, court dates, deadlines and reminders;
• Monitoring files to ensure deadlines, undertakings, follow-ups and required next steps are diarized and addressed;
• Preparing, formatting, revising and proofreading correspondence, court documents and other legal materials;
• Opening, organizing, maintaining and closing client files;
• Managing incoming and outgoing correspondence and identifying matters requiring follow-up or immediate attention;
• Communicating professionally with clients, opposing counsel, court staff and other third parties;
• Coordinating examinations, mediations, hearings, meetings and other appointments;
• Preparing, serving and electronically filing court materials;
• Navigating Ontario electronic court filing systems and related online platforms;
• Preparing and processing client accounts and assisting with billing administration;
• Entering and maintaining client, file, billing and accounting information in PCLaw;
• Assisting lawyers and law clerks with file management and day-to-day administrative requirements; and
• Helping to keep the office and its files organized, current and moving forward.

What We Require

This is a senior position and is not an entry-level legal assistant role.

Applicants must have:

• A minimum of 5 years of legal administrative experience, preferably within an Ontario law firm;
• Hands-on working experience with PCLaw;
• Practical working knowledge and experience with Ontario electronic court filing systems and procedures;
• Strong proficiency with Microsoft Word and Outlook;
• A solid understanding of law-office procedures and professional practices;
• Excellent organizational and time-management skills;
• Strong written and verbal communication skills;
• Excellent attention to detail and proofreading abilities;
• The ability to manage multiple files, deadlines and competing priorities;
• The ability to work independently and exercise good judgment;
• The initiative to identify what needs to be done rather than waiting for every task to be assigned;
• The ability to follow matters through to completion and follow up where necessary; and
• Professionalism and discretion when dealing with confidential client and firm information.

Additional Assets

The following would be considered assets:

• Experience working in civil litigation;
• Familiarity with the Ontario Rules of Civil Procedure and court filing requirements; and
• Law-firm accounting or bookkeeping experience, including experience with client billing, trust and general accounting, reconciliations, accounts receivable and other law-office accounting functions.

What You Can Expect

This is a permanent, full-time position with a well-established Hamilton law office.

Our office is located in the heart of downtown Hamilton, immediately adjacent to the courthouses, providing a convenient and central location for someone working in the legal profession.

This is a role with considerable independence. We value experienced staff who can be trusted to manage their responsibilities, use their judgment and take ownership of their work.

You will have the opportunity to work on a variety of matters and become an important part of the day-to-day operation of the firm. There is room to grow and advance within the firm for the right person, including opportunities to take on greater responsibility as you become established in the role.

How to Apply

Please submit both a resume and cover letter.

Your cover letter should briefly tell us about your relevant experience, including:

• Your years of experience working in legal administration;
• Your experience using PCLaw;
• Your experience with the Ontario electronic court filing systems; and
• Any experience you have with law-firm accounting or bookkeeping.

Applications submitted without a cover letter will not be considered.

Applications for this position are reviewed directly by our firm and are not screened or reviewed using AI. We personally review the applications we receive, including your cover letter and relevant experience.

We appreciate the time applicants take to apply and thank all candidates for their interest. Only those selected for an interview will be contacted.

Pay: $45,000.00-$55,000.00 per year

Benefits:

• Casual dress
• Paid time off

Work Location: In person