Legal Assistant

FIRM DESCRIPTION

At Olthuis Kleer Townshend LLP (OKT), our core purpose is advocating for Indigenous rights, interests, and self-determination. We are driven by a simple priority: helping our clients achieve their own goals.

We understand the practical challenges that Indigenous governments, organizations, and peoples face when revitalizing their own laws and engaging with the wide range of Canadian law - whether in the community, the courts, in the boardroom, or at the negotiating table. We develop legal strategies collaboratively with our clients, with Indigenous self-determination at the foundation of everything we do.

THE ROLE

Position Type: New Position

OKT is seeking a Legal Assistant to join our Victoria office.
In this role, you will provide high-level legal and administrative support to a partner, and two busy associates, whose practices focus on Aboriginal and Treaty Rights litigation, Indigenous governance, negotiations, regulatory matters, and related public law matters. Working as part of a collaborative legal team, you will support complex litigation files, negotiations, and day-to-day practice management while delivering exceptional service to both internal and external clients.
As the successful candidate, you are highly organized, proactive, and thrive in a fast-paced legal environment. You have experience managing competing priorities for multiple lawyers, coordinating complex files, anticipating needs, and producing polished legal documents with a high degree of accuracy and professionalism.

KEY RESPONSIBILITIES

Litigation Support

• Prepare, revise, and format legal documents, including pleadings, motion materials, affidavits, factums, agreements, correspondence, records, and other court materials.
  
• Manage litigation deadlines and coordinate timely court filings across multiple jurisdictions.
• Prepare hearing and trial materials, including authorities, exhibits, briefs, and electronic filing package
• Liaise with courts, tribunals, opposing counsel, co-counsel, experts, clients, and Indigenous community representatives.
• Conduct conflict checks and assist with file opening, maintenance, organization, and closing procedures
• Maintain accurate electronic and physical files using iManage and other firm systems.
  Practice & Administrative Support
• Manage complex calendars for multiple lawyers, including court appearances, mediations, negotiations, meetings, travel, and client appointments.
• Coordinate meetings, conference calls, travel arrangements, and other logistical requirements.
• Draft, edit, and proofread legal correspondence, reports, presentations, and other documents.
• Monitor incoming communications, prioritize requests, and ensure timely follow-up.
• Prepare expense reports, assist with billing, docketing, and time entry.
• Provide administrative support that contributes to the efficient management of each lawyer's practice.

File & Project Coordination

• Coordinate active litigation and negotiation files from opening through completion.
• Track key deadlines and proactively follow up with lawyers, clients, experts, and other stakeholders.
• Organize and manage large volumes of documentation for complex matters.
• Maintain precedents, templates, and document management systems.
• Assist with special projects and legal research coordination as required.

Firm Responsibilities

• Stay current on court filing procedures and administrative requirements.
• Provide backup support to other Legal Assistants when required.
• Contribute positively to the firm's collaborative, respectful, and inclusive culture.
• Perform other duties and special projects as assigned.

REQUIREMENTS

Required

• Minimum 5 years of experience as a Legal Assistant in a law firm.
• Experience supporting litigation files, including the preparation of court documents and managing litigation deadlines.
• Strong organizational and time management skills with the ability to manage competing priorities for multiple lawyers.
• Excellent attention to detail and proofreading skills.
• Exceptional written and verbal communication skills.
• Proficiency with Microsoft Office 365.
• Experience using iManage or a comparable document management system.
• Professionalism, discretion, and sound judgment in handling confidential information.
• Ability to work independently while collaborating effectively within a team

Preferred

• Experience in Aboriginal law, constitutional law, public law, litigation, or Indigenous governance matters.
• Familiarity with court filing procedures in Ontario and/or other Canadian jurisdictions.
• Completion of a Legal Assistant, Law Clerk, or Paralegal diploma, or equivalent post-secondary education.

COMPENSATION
The annual salary range for this position is $80,000 to $85,000. Compensation within this range will be determined based on experience, skills, qualifications, and internal equity considerations.

USE OF ARTIFICIAL INTELLIGENCE IN RECRUITMENT
OKT may use artificial intelligence tools to support certain administrative aspects of the recruitment process, such as organizing applications or identifying relevant qualifications. AI is not used to make hiring decisions. All hiring decisions are made by our hiring managers and Human Resources professionals.

OUR COMMITMENT TO EQUITY, DIVERSITY AND INCLUSION
OKT has adopted proactive recruitment strategies aimed at mitigating direct and systemic discrimination. We remain committed to an equitable hiring process that supports a diverse pool of candidates. We are committed to open, honest, and inclusive recruitment practices and provide equal opportunity to all applicants.
OKT supports applicants with disabilities by offering accommodations throughout the recruitment process. If you require accommodation at any stage of the recruitment process or need assistance submitting your application, please contact [email protected] or 416-981-9330 and ask to be transferred to the VP, People & Marketing.

DEMOGRAPHIC SURVEY
As part of our ongoing commitment to Equity, Diversity and Inclusion, applicants are invited to complete a short, optional demographic survey. Participation is voluntary. Choosing not to provide information will not affect your application. Information will be kept confidential and used solely to evaluate OKT's diversity, equity, and inclusion initiatives