Legal Assistant

Our client is seeking a Legal Assistant to provide legal administrative support to their Legal Services department. Reporting to the Manager, Legal Services, this role includes coordinating legal services for the organization, managing the flow of legal information and workload between internal departments and external counsel, conducting research, tracking and reporting on legal matters, and monitoring related costs.

Core Accountabilities

Legal Services

• Operate the legal services request system: liaise with internal staff to confirm scope, gather documents, establish timelines, and provide instructions to external lawyers in accordance with policies and procedures.
• Obtain, approve, and manage cost estimates within authorized limits.
• Monitor service delivery, discuss needs with departments, identify legal training opportunities, and resolve issues with external counsel.
• Maintain a database of legal requests and opinions to prevent duplication and support access to historical information.
• Draft legal correspondence and memoranda for lawyer review; complete corporate registry, land titles, case law, and legal research searches.

Litigation

• Monitor and coordinate responses to potential and active litigation in consultation with the Manager, including insurer liaison as required.
• Coordinate electronic document exchange, respond to inquiries from law firms and departments, manage lawyer schedules/meetings, prepare materials, and track deadlines.

General & Administrative

• Maintain legal filing systems (physical and electronic), conduct research, compile/analyze data, and prepare policies, procedures, letters, and other documents as assigned.
• Monitor legal expenditures and prepare periodic reports for the Manager.
• Provide Commissioner for Oaths services and handle tracking, fees, and related tasks for Freedom of Information and Protection of Privacy (FOIP) requests.

Other

• Deliver superior customer service, follow industry best practices, and promote organizational values.
• Comply with the organization’s Health and Safety Program and Alberta OHS requirements; take reasonable care for the health and safety of self and others.
• Perform other administrative duties and special projects as assigned.

Position Requirements

• Legal Assistant Diploma (or equivalent) plus a minimum of three (3) years of progressively responsible legal support experience. Equivalent combinations of education and experience will be considered.
• Working knowledge of municipal government operations, rules, regulations, policies, and procedures.
• Excellent communication (written and oral), interpersonal, drafting, analytical, and organizational skills; ability to prepare clear, concise, well-researched reports and adapt style to the audience.
• Strong attention to detail, proofreading/editing/formatting of legal documents, time management, and the ability to work independently under pressure with minimal supervision and meet tight deadlines.
• Superior customer service orientation and discretion when handling confidential matters.
• Proficient in Microsoft Office Suite; experience with legal practice management software and legal research tools.
• Valid knowledge of file management practices and the ability to build/maintain legal filing systems.

Key Competencies

• Teamwork & Collaboration: Works effectively with others, values diverse perspectives, resolves conflict, and keeps team members informed.
• Continuous Learning: Invests in developing skills and adapting to evolving role requirements.
• Customer Focus: Consistently exceeds internal and external customer expectations.
• Accountability: Takes ownership of work, clarifies expectations, and drives improvements.