Legal Administrative Assistant - Private Client Services at Gowling WLG

ABOUT GOWLING WLG

At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.

We’re intentional about building a workplace that’s both high-performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values: Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths.

Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG.

PROFILE

We are currently recruiting for a Legal Administrative Assistant to join our fast-paced team. As an integral member of the Legal Administrative Assistant team, the incumbent will provide support to professionals within our Business Law group, focusing on Private Client Services (wills, trusts, estates and tax planning).

RESPOSIBILITIES

Key responsibilities in the wills, trusts and estates areas include but are not limited to the following:

• Client intake processing including gathering client financial and personal information and documentary back-up.
• Preparation of client reporting package in a timely manner.
• Assist in the initial checking of the sets of documents before sending them out to clients; preparation of envelope labels, return address and delivery requests.
• Assist in the scanning, delivery and pick-up of signed documents from the clients and witnesses.
• Coordinate with Mailroom and Print centre for scanning and delivery/pick-up of documents.
• Check each set of scanned documents from the Print centre (check for missing pages, missing signature, and missing set of signed documents).
• Check for signed or missing Affidavits of Execution for wills.
• Assist with preparation of estate planning summary.
• Filing of original signed wills and trusts in the “Wills Vault”:
• Prepare Wills Vault labels and filing of signed original wills and POAs and trusts in the Wills Vault.
• Update Emergent Estate Planning database, after filing or retrieval of documents from the Wills Vault.
• Attend to clients’ requests for copies of wills and POAs, retrieval of original wills/POAs from the Wills Vault and sending them out to the clients as directed.
• Preparation of Affidavit of Execution for wills/codicils.
• Preparation of Notarial copies of original documents as per client’s request and mailing of same to clients.
• Overflow for the LAAs on team.
• Takes instructions, prioritizes incoming work, follows through on assignments and manages ongoing tasks.
• Assists with collation and preparation of files.
• Opening and closing files.
• Possesses the ability to handle more than one professional and to undertake additional responsibilities as required within the share and team.

Key responsibilities in the tax planning area include but are not limited to:

• Assisting with the receipt, review and collation of client information and documents.
• Assisting with the organization of the work of the professionals involved.
• Preparing documents for signing, typically by Docusign and using Closing Folders.
• Preparation of reporting packages and delivery of packages to client.
• Preparation of diagrams using PowerPoint, Excel and/or special diagram software.

QUALIFICATIONS

• At least 2 years of experience as a Legal Administrative Assistant/ or Legal Assistant diploma or certificate.
• Familiarity with Wills & Estates would be an asset.
• Proactive and self-motivated with a “can do” attitude.
• Ability to communicate in a professional, efficient manner with clients and external contacts as well as internally throughout the firm.
• Excellent oral and written communication skills, including a strong knowledge of grammar and exceptional spelling and proofreading abilities.
• Exceptional organizational skills, a team player with the ability to work under pressure and deal with changing priorities.
• Strong technical skills, with proficiency with MS Word, Outlook, I Manage, PowerPoint, Excel, Interaction, Expert Time, and Web sharing software including Firmex.

BENEFITS/PERKS

Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well-being go hand-in-hand. We support your career and life with:

• 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top-up for 26 weeks (after 12 months of full-time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long-term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.