Role Summary

We are currently recruiting a Litigation Legal Assistant to join our Commercial Litigation practice. This is an exciting opportunity for an individual who enjoys variety at a fast-paced busy desk that offers a broad range of litigation legal and executive assistant responsibilities and challenges. In this role you will be supporting three legal professionals.

The successful candidate must be able to confidently utilize one’s strong litigation and technical knowledge and practice management skills to execute in this role. You will be required to demonstrate initiative, strong communication (both verbal and written) and organizational skills and have a desire to work in a team environment to promote a client-first focused culture.

This is a full-time, permanent opportunity with core work hours of Monday to Friday – 9:00 a.m. to 5:00 p.m. We are currently operating a hybrid work model and the successful candidate will be required to work in the office (minimum 3 days/ week).

Responsibilities

• Drafting and/or preparing various legal documents (pleadings, notices of motion, notices of application, affidavit, facta, etc.), presentations and correspondence, and ensuring that they are in proper format and accurate.
• Compiling records and briefs as and when required.
• Arranging for service and filing of legal documents and related instructions to process servers/agents and filing with the appropriate courts.
• Managing and tracking deadlines, conditional dates, and appointments, including managing the lawyers’ calendars and scheduling appointments and court dates as needed.
• Typing general correspondence and various legal documents from handwritten notes, phone, or verbal instructions.
• Opening and closing files electronically and physically which also includes maintaining detailed matter/client list and maintaining the electronic filing system (iManage).
• Running monthly accounts; reviewing entries for accuracy and completeness.
• Entering dockets into accounting software (3E) as and when required.
• Managing internal and external communications which includes incoming calls, mail, faxes and e-mail, responding when needed and as appropriate.
• Dealing with and responding to client inquiries and conducting follow up as required.
• Entering and updating client contact lists in the CRM (InterAction) and working closely with the Marketing and BD department as and when required.
• General other administrative duties such as scheduling appointments and meetings, booking meeting rooms, making travel arrangements, etc.; working with other internal Departments to provide documents/other materials on time to meet client needs.
• Continually assessing and establishing work priorities as needed.
• Demonstrating a team approach; supporting and standing in for colleagues to cover absences.
• Other administrative duties as assigned.

Required Skills & Qualifications

• At least Three (3) to five (5) years of relevant litigation work experience is required.
• Post-secondary education with a Legal Assistant Diploma and/or Law Clerk certificate.
• Thorough understanding and knowledge of legal terminology, procedures and statutes.
• Strong working knowledge of the Rules of Civil Procedure and the steps and stages that arise in litigation.
• Proficient with legal software and MS Office 365 (Word, Excel, Outlook, PowerPoint, Teams).
• Proficient with PDF software (Kofax Power PDF/ Adobe).
• Excellent time management, organizational and prioritization skills.
• Ability to work independently and within tight timelines.
• Eagerness to learn new technology/processes and further develop skills
• Familiarity with the scheduling and in-person and virtual filing processes for the Toronto and Ontario courts.
• Excellent attention to detail and diligent proofreading skills
• Strong interpersonal skills and an excellent team player.
• Passionate about providing quality service and work product to lawyers, clients and the court.
• Good judgement and ability to exercise discretion when dealing with confidential and sensitive matters.

Candidates who meet the above qualifications are asked to apply online with a copy of resume and cover letter attached. Please click here to apply online.

Role Summary

We are seeking a Customer Service Specialist to join our IT team. This position is ideal for someone with a strong customer service background who is eager to expand into IT support and administrative tasks. If you thrive on delivering exceptional service and are willing to learn technical skills, this role offers excellent growth opportunities.

In this role, you will assist with Level 1 IT support, provide administrative support to the IT team, and help with boardroom technology setups. We will provide the necessary training to build your IT expertise and onboarding/training skills.

This is a full-time, permanent opportunity with shifts from Monday to Friday during core business hours. We are currently operating a hybrid work model and the successful candidate will be required to work in the office (minimum 3 days/ week).

Key Responsibilities

• Deliver outstanding customer service as the first point of contact for IT-related inquiries via phone, email, or in person.
• Handle Level 1 IT support requests, including troubleshooting basic technical issues (e.g., Windows 10/11, Microsoft Office Suite).
• Assist the IT team in setting up boardroom technology for meetings, including audio-visual equipment, connectivity, and troubleshooting.
• Perform IT administrative tasks, such as maintaining documentation, tracking equipment inventory, and managing support tickets.
• Escalate complex technical issues to higher-level support staff as necessary.
• Participate in onboarding activities, such as account setup and introductory system training for new hires.
• Collaborate with the IT team to streamline processes and improve the user experience.

Required Qualifications

• 2–3 years of experience in a customer service role, demonstrating excellent communication and problem-solving skills.
• Basic IT skills, including the ability to navigate computer systems and use standard software applications.
• Strong organizational skills and attention to detail.
• Proactive attitude towards learning new skills, particularly in IT support and administrative work.
• Ability to work independently and as part of a team in a fast-paced environment.

Nice to have

• Experience troubleshooting Windows 10 and 11 operating systems.
• Familiarity with the Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.).
• Previous experience in IT support or a help desk role.
• Exposure to the legal industry or similar professional environments.
• Experience with boardroom technology, including audio-visual systems and video conferencing tools.

What We Offer

• Comprehensive training in IT support and administrative processes.
• A collaborative and supportive team environment that encourages professional growth.
• Opportunities to develop onboarding and training skills.

Candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached. Please click here to apply online.

Role Summary

We are currently recruiting for a Document Specialist to join our Document Services team in our Toronto office. Reporting to the Supervisor of Legal Support Services, the Specialist works in close collaboration with three other members of the Document Services team.

This position requires an individual with advanced technical expertise in document production, strong troubleshooting abilities for document-related issues, prior experience handling large legal documents and the ability to thrive in a fast-paced environment. The successful candidate will be assisting multiple practice groups in both the litigation and corporate areas of law, in addition to the business services departments. It would be advantageous if the successful candidate has had prior working experience as a legal assistant and/or law clerk.

This is a full-time, permanent opportunity with shift hours of Monday to Friday – 9:00 a.m. to 5:00 p.m. We are currently operating a hybrid work model and the successful candidate will be required to work in the office (minimum 3 days/ week).

Key Responsibilities

• Provide timely and accurate support to all members of WeirFoulds including:
  • document creation, revision and formatting, using firm styles;
  • troubleshooting problem documents;
  • converting PDFs to Word or Excel documents, and cleaning and formatting the new document (DocXTools);
  • repairing corrupt documents in Word, and formatting according to firm standards;
  • performing mail merges;
  • creating and editing Excel spreadsheets;
  • preparing PowerPoint presentations on our firm (and client) templates; adding animation and images as required;
  • running document comparisons;
  • creating PDF packages, with bookmarks and hyperlinks as required.
• Responding and prioritizing Document Services’ email group inquiries and requests in a timely manner.
• Proofreading documents and making necessary changes.
• Providing administrative support to legal professionals which could include docket entry (3E), expense submissions, cheque requisitions (ChromeRiver), client contact management system updates (InterAction).
• Coordinating workflow and assignments with Document Services team members as
• Transcribing digital/tape dictations.
• Uploading to/sharing documents in OneDrive.
• Sending documents for e-signatures via DocuSign.
• Providing instructions/how-to(s) to firm members when needed.
• Communicating assignment status/updates to firm members.
• Other duties as assigned.

Required Experience and Qualifications

• At least three (3) years of experience in a document production role in a legal environment.
• Completion of a Legal Assistant program and/or prior experience as a Legal Assistant would be an asset.
• Advanced-level technical skills in MS Office 365 applications (Word, Excel, PowerPoint, and Outlook), DocXTool and Kofax (PDF).
• Ability to format, troubleshoot and process large complex legal documents.
• A team player for whom no task is too small or too large to tackle.
• An understanding of electronic Document Management Systems – iManage.
• Ability to type with a speed of 80-100 words per minute.
• Knowledge of legal terminology, documents and procedures is an asset.
• Strong attention to detail is required, with superior word processing, spelling, grammar, proofreading and editing skills.
• Able to work independently within tight timelines and with the ability to prioritize assignments.
• A willingness to learn and embrace new technology.
• Excellent interpersonal skills, telephone etiquette and a positive outlook.
• A strong work ethic, and ability to provide excellent customer service.
• Strong communication skills (both verbal and written).

Candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached. Please click here to apply online.

Role Summary:

We are currently looking for an Operations Assistant to join our Business Services team on a permanent full-time basis. The position reports directly to the Chief Operating Officer.

The ideal candidate will be a self-starter, ambitious, confident, adaptable, and driven, with a strong attention to detail. They are eager to learn and build a detailed knowledge of management and leadership. The Operations Assistant will work closely with the Chief Operating Officer and senior management team to assist on projects across the Firm.

This is a full-time, permanent opportunity with shift hours of Monday to Friday, 9:00 a.m. to 5:00 p.m. We are currently operating a hybrid work model and the successful candidate will be required to work in the office (minimum 3 days/ week). 

Key Responsibilities:

• Providing high-level support to Chief Operating Officer and other Directors.
• Preparation of reports, agendas, and presentations for senior management meetings.
• Supporting a wide range of internal projects.
• General administrative support duties, including calendar management and scheduling, meeting and event coordination, preparation of documents, correspondence on behalf of the COO.

You are someone who is/has:

• Ambitious and eager to build knowledge of management and leadership.
• Hard-working, hands-on self-starter with a great sense of humour.
• Collaborative, professional, skilled at relationship-building, with excellent communication skills.
• Flexible, embracing change with enthusiasm and able to pivot quickly.
• Strong time management and organizational skills.
• Ability to work effectively with minimal supervision.
• Proficient in the use of Microsoft Office (Outlook, Word, Excel and PowerPoint); able to learn new technologies and tools.
• A recent post-secondary graduate of a Business Administration, Operations Management, or related program.

Candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached.

The successful candidate will provide legal support and work in close collaboration with the Regulatory Law Practice Group lawyers working primarily in the areas of administrative and public law litigation, including discipline, fitness to practise, and registration proceedings for regulated professions.  The scope of work will include: organizing and managing files (responsible for ensuring deadlines are met); reviewing client documents; preparation of documents and briefs for various types of proceedings, including civil litigation, hearings, appeals, and judicial reviews; and providing support to other litigation team members when required.

Required Qualifications & Education

• Post-secondary education with a Law Clerk designation
• Knowledge of legal terminology, procedures and statutes
• At least three years of relevant experience would be preferred
• Strong computer related skills including legal software and Microsoft 365 (Word, Excel, Outlook)
• Knowledge of E-Discovery (experience with EverLaw would be an asset)

 Skills

• Excellent time management, organizational and prioritization skills
• Ability to work independently and within tight timelines
• Ability to multi-task and balance the priorities assigned
• Eagerness to learn and further develop skills as a Law Clerk
• Strong interpersonal skills and an excellent team player
• Strong communication skills (both verbal and written) including the ability to deal with clients
• Excellent attention to detail and diligent proofreading skills
• Able to handle sensitive and confidential information with discretion
• Passionate about providing quality service and work product to clients

Responsibilities

• Reviewing client documents and preparing affidavits of documents/disclosure briefs
• Preparing agreements and other legal documents with some direction, often from precedents
• Preparing hearing and appeal/judicial review materials in accordance with the various Rules of Procedures and Practice Directions (Ontario Superior Court of Justice, Court of Appeal for Ontario, Supreme Court of Canada and various quasi-judicial forums) 
• Trial preparation including preparing document briefs and compendiums
• Assisting in the preparation of both lawyers and clients for examinations and hearings
• Scheduling examinations for discovery and preparing notices of examination
• Reviewing and summarizing transcripts of examinations and preparing charts of undertakings, refusals, and under advisements. Reviewing and assembling answers to undertakings
• Assisting with scheduling of witnesses, conducting witness interviews, preparing witness statements and briefs and preparing and serving summonses
• Attending at hearings to assist counsel and clients, when required
• Preparing bills of cost and costs outlines
• Preparing draft default judgments or orders
• Preparing charts, chronologies and summaries of documentary evidence for use in hearings
• Preparing correspondence
• Acting as commissioner to take oaths
• Other duties as assigned

At WeirFoulds, we pride ourselves on providing the highest level of service to our clients. As such, it is essential for applicants to be self-starters, dedicated to entrepreneurialism including client service, client development and the building and strengthening of client relationships. If you would like to be part of this dynamic team, and enjoy working in a collegial environment, this is an excellent opportunity for you.

Please submit your application online, including a cover letter, resume and transcripts. Please click here to apply online.

WeirFoulds welcomes applications from all qualified candidates. We recognize the need to demonstrate equity, diversity and inclusion in everything we do, and are committed to providing an inclusive work environment composed of people with diverse perspectives, backgrounds, identities and cultures.

Accommodations in accordance with applicable laws are available for applicants with disabilities. If you require an accommodation at any time during the recruitment process, please contact our Human Resources Team at accommodations@weirfoulds.com.

We thank all candidates for their interest; however, only those selected for further consideration will be contacted.