Legal Administrative Assistant, Regulatory Services, Professional Regulation (Hybrid, Toronto)

At Law Society of Ontario we believe in the importance of a collaborative and supportive work environment that provides high quality and professional service to the public, lawyers and paralegals, and other stakeholders. 

We are always on the lookout for exceptional individuals who are ready to make a meaningful impact, innovate and grow with us.  Our offering:

• We value each member of our team and invest in your professional learning and development.
• We provide access to the resources needed to support professional growth , mental health and well-being is a priority.
• Our competitive compensation package includes a defined contribution pension plan, health and dental benefits plan and a robust Employee and Family Assistance Plan (EFAP).
• Our progressive employment policies, high levels of employee engagement and the impressive architecture and beautiful grounds of the historic Osgoode Hall, there are many reasons to work at the Law Society.  

We hope you will consider joining the Law Society! 

Plans, organizes, and coordinates administrative practices and procedures to support ongoing case management while managing multiple, competing deadlines across Regulatory Services, Regulatory Compliance, and the Compensation Fund. Performs a broad range of administrative and operational tasks, including triaging communications, responding to practice disposition inquiries, managing inventory and records, maintaining files, conducting legal searches, handling mail and courier activities, and preparing meeting minutes.

• Provides comprehensive administrative support to the Regulatory Services team, including opening and closing files, drafting and proofreading documents, organizing and reviewing client materials, scanning and managing records, distributing mail, formatting correspondence and legal documents, issuing and arranging service of originating processes in accordance with the Rules of Civil Procedure, and preparing materials for digital storage.
• Assists with the recovery of client property and other practice-related materials, coordinating with suppliers and attending off-site recoveries as required.
• Triages communications and responds to inquiries from the public, clients, and licensees regarding practice dispositions, ensuring adherence to customer service standards.
• Conducts a variety of legal searches, including real property, corporate, motor vehicle, court, case law, and internet directory searches.
• Schedules appointments and meetings, manages room/virtual setup, prepares required documentation, coordinates attendee availability, and records meeting minutes.
• Supports hearings before the Superior Court of Justice, practice recoveries, and the administration of trusteeships and custodianships.
• Acts as a legal administrative assistant to counsel, law clerks, UTF officer and other administrative staff within Regulatory Services, providing assistance as assigned.

• →Assists with the monthly reconciliation of assigned Regulatory Services accounts (e.g., external storage, MTO accounts, etc.).
• →Maintains and requisitions office supplies for assigned work area.
• →Prepares reports and statistics.
• →Assists in tracking time and expenses for cost recovery.

• Monitors trends and issues related to legal matters and file management to support policy development and process improvements.
• Identifies gaps in departmental work processes and contributes to the development and implementation of solutions to enhance both individual and departmental performance.
• Promotes knowledge sharing and expertise transfer among team members and collaborates closely with the administrative support team to ensure effective use of departmental resources.
• Proactively supports team priorities and, when appropriate, takes the lead to ensure timelines and deliverables are met.
• Provides guidance and training to co-op students, summer students, contract staff, and temporary employees on departmental processes.
• Assists staff in the effective use of electronic support systems.
• Participates in assigned projects and working groups.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement.  Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at hr@lso.ca or call 416-947-3475. We appreciate all interest and will directly contact candidates under consideration.

The Law Society of Ontario does not use Artificial Intelligence (AI) tools to screen, assess, or select applicants during the hiring process at present.