Legal Administrative Assistant

Mathew & Gupta Professional Corporation, a North York / Toronto Law Firm is seeking a permanent full-time legal administrative assistant to focus on support of its immigration division.

We are looking for excellent communication, conflict resolution and customer service skills, excellent oral and written English is a must, minimum 1-2 years of college education and 1-2 years of experience working in a law firm, solid knowledge of immigration programs and processes, experience working in multiple portals, ability to multitask and prioritize. Successful candidate will be a dependable, reliable, well-organized self-learner, with thorough knowledge of immigration programs, policies, manuals, forms and portals, proactive in conducting research on regular basis to stay updated on frequent changes. Strong attention to detail, client / deadline focus and time management skills are mandatory. Must be working well both independently and in a team, being proactive and willing and able to take a lead when necessary. A successful candidate will be working flexible hours Monday to Friday with a minimum of 30 hrs/week at a rate of $34.07/hr. This This role may periodically require overtime and evening hours to accommodate overseas clients. Availability in the early morning (6 am) or late evening (8-9 pm) is essential for meetings and consultations with clients and third parties in India.
Knowledge of any combination of Indian languages (Hindi, Marathi, Gujarati, Punjabi, Malayalam, Marwari) and cultural sensitivity is a definite asset, as communication with Indian clients / updating files is a regular part of the job.

Daily responsibilities include but are not limited to the following:
Coordinating information flow in the office, monitoring and attending to incoming and outgoing mail / e-mail, maintaining filing system; communicating with clients, making regular updates to their files, drafting correspondence, agreements, submissions, entering personal information securely on the online portals, based on obtained information entered in the file. Assisting lawyers with client assessment and technical tasks; performing general administrative and clerical tasks, including answering phones, filing, making copies / scanning documents for electronic storage, maintaining calendars, scheduling and confirming appointments and making travel arrangements, prepare and draft correspondence, government forms and legal documentation; managing, organizing, and collating legal documents. Working with couriers – labeling, tracking documents. Recording and preparing minutes and summaries of meetings. Communicating with other lawyers, paralegals, stakeholders, government and court officials orally and in writing. Assisting with billing and bookkeeping, preparing and sending out invoices. Excellent computer literacy, proficiency in MS Office, E-mail, cloud-based storage, basic bookkeeping and online meetings software required. As we are expanding our immigration division, the assistant will be establishing, implementing, and enhancing workflows and administrative procedures in the office and providing periodic training to team members.
We are looking for a strong team player, working well under pressure, a multitasker, proficient in shorthand. Should be able to work on various assignments at a time, answering calls and providing immediate solutions to clients, should be available to work during weekend and public holidays, if required.

We are located in a bustling uptown area with excellent public transportation. The firm offers health benefits / extended medical insurance and added bonus for successful files.
Please, apply with your resume and cover letter explaining how you meet the required qualifications to resume@mathewandgupta.com.
We thank all applicants for their interest, however only those selected for an interview will be contacted.