Position Overview

We are currently seeking a junior patent agent to join our dynamic and fast paced practice in Toronto. The ideal candidate will have two to three years of experience as a technical consultant or agent at an intellectual property law firm or IP group in a law firm. The role is best suited to an individual who thrives in a fast-paced environment. You will frequently be required to manage competing priorities and to work under tight timelines. You must also be willing to learn and develop and have a strong sense of initiative and personal accountability. You must have excellent judgment, attention to detail, organizational skills, and superior communication skills. We also offer a hybrid working model and the option to work from home on average 2 to 3 days per week.

Skill & Experience

• At least two years’ experience as a patent agent or technical consultant, including exposure to some or all of the following:
  • drafting, filing and prosecuting patent applications, and advising on validity, patentability, freedom-to-operate and infringement of intellectual property rights
  • research experience in one or more areas of botany, biotechnology, plant genetic engineering, cellular and molecular biology, stem cell technologies, cell and gene therapies
  • experience working directly with clients and counselling them on strategies for building and aligning their patent portfolios with business objectives and developing strong in-house processes to stimulate and capture innovation
• Perform IP due diligence with respect to third party licensing and acquisition projects
• Understands the “bigger picture” and analyzes problems thoroughly
• Evaluate and improve the department’s systems and procedures
• Strong written, oral and communication skills
• Applies business, biology and science skills to provide practical solutions to client’s issuesMust be a registered Patent Agent  

How to Apply:

Interested candidates should forward their resume in confidence to Kimberly Sheldrake-Head, Director, Professional Resources at [email protected].

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require immediate accommodation at any time during the recruitment process, please contact Kim Sheldrake-Head.

Position Overview

The Team Lead, AV & Facility Services is responsible for overseeing the day-to-day operations of the Audio-Visual Technology and Facility Services teams to ensure the highest quality services in a timely and cost-effective manner.

Key Accountabilities

Audio-Visual Technology

• Work directly with internal and external clients to facilitate the use of boardroom technology; troubleshoot technical issues to minimize disruptions during meetings and events.
• Provide guidance and support to the team on audio-visual technology which includes troubleshooting, researching, and resolving issues in a timely manner. Escalate concerns to the AV vendor or Senior Manager as appropriate.
• Host bi-weekly meetings with AV vendor to review open tickets and discuss service-related matters.
• Assess portable and built-in technologies (e.g., microphones, videoconference, video recording and streaming); monitor demands and type of use and make recommendations on upgrades or new technology.
• Understand the maintenance and life cycle of boardroom technology, to resolve issues internally or through escalation to vendors.
• Work with Senior Manager to manage purchase, installation and implementation of new technology.

Facility Services

• Collaborate with the Events Team and Marketing & Business Development stakeholders to ensure boardroom and meeting area configurations satisfy meeting and event objectives/outcomes.
• Conduct weekly inspections of the premises; perform minor repairs such as open and pick broken or damaged locks; tape torn carpet; install/repair keyboard trays; adjust and repair door hinges, chairs, filing cabinets, desks, bookshelves; dry wall repair and paint touch ups; schedule and execute quarterly floor refresh program; replace light bulbs in common and client areas of the firm as necessary.
• Contact building maintenance or vendors to respond to HVAC, electrical, leaks and plumbing issues; take steps to minimize damages, ensure safety and evaluate the nature of the concern.
• Work with internal stakeholders to understand individual move requirements and address any concerns.
• Manage all internal office moves; assist Senior Manager to develop move plans to ensure orderly execution; and ensure resources are allocated (labour, materials) to complete the moves. Oversee work performed by outsourced movers.
• Assist with uninstalling, moving, and installing office furniture and equipment (i.e., cabinets, art, bulletin and white boards, name plates and keyboard trays); touch up finishes and arrange for staining or refinishing of furniture.
• Respond to questions and concerns raised by team members or internal clients regarding facility/premises related matters. Escalate concerns to Senior Manager as needed.

Team Engagement

• Provide direction, coaching, technical and development support to the team to ensure they are engaged, capable, and meeting the service standards (in line with department goals/objectives).
• Ensure adequate staffing levels to meet service obligations and ensure an equitable distribution of work across team members.
• Assess the skills and capabilities of the team on an ongoing basis to determine learning and skill requirements including identifying appropriate training requirements.
• Lead performance review discussions with the team.
• Participate in the recruitment process with the Senior Manager and HR.

Vendor Relations

• Establish and maintain relationships with key vendors and contractors (AV integrators, cleaning, maintenance, security staff, furniture vendors, AC and electrical contractors, etc.)
• Work with Senior Manager to negotiate terms of contract and oversee work performed by vendors to ensure they adhere to the terms and service level agreements.

Budget

• Develop annual budget for department; provide forecasts and updates as changes occur to the firm’s business needs that reflect on any associated budget.
• Review monthly accounts and provide analysis on expenditures to the Senior Manager and provide cost reduction strategies.

Continuous Improvement

• Develop and maintain SOP’s and training/end user documents for various department functions to ensure smooth execution/ease of use (e.g., move processes, boardroom technologies, etc.).
• Evaluate department requirements and assess available services (i.e., products and technology) best suited for our service needs to ensure client demands are met.
• Maintain current awareness of industry pricing for products/services. Provide market comparisons and vendor evaluations to the Senior Manager to ensure the firm is receiving maximum value for expenditures.
• Implement procedural and technical changes.

Attributes & Experience

• Post-secondary degree or diploma or equivalent experience to successfully complete the essential requirements of the role.
• 5 years of related experience; 1 year of experience supervising a small team in high volume operations, preferably within a professional services firm.
• Certified Technology Specialist (CTS) certification (completed or in progress) would be an asset.
• Strong knowledge and experience working with AV technologies in a professional services environment, including MTR and BYOD room systems, Creston, Vmix, and OBS.
• Experience managing vendor relationships.
• Proficient in MS Office product suite, including Access, BRS (client & admin), Visio, Interaction, switchboard console, and budget accounting software.
• Exceptional client service orientation combined with the ability to manage multiple client needs at the same time.
• Ability to establish, lead and be a role model for healthy team dynamics such as supportive, collaboration, inclusive communication, joint problem solving, and conflict resolution.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong organizational, attention to detail, and time management skills to effectively prioritize and meet deadlines in a high-pressure environment.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Strong aptitude for utilizing technology in improving accuracy and efficiency.
• Flexibility to work overtime to meet client demands when required.
• Ability to lift and move heavy AV equipment and office furniture.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Sajida Nurgat, HR Business Partner.

Position Overview

The Mailroom and Facilities Technician is responsible for providing office services support to legal assistants and principals across the office.

Key Accountabilities

• Work with Manager to execute on internal office moves.
• Perform regular inspection and tidying of visitor offices.
• Perform regular inspection and general maintenance of office equipment and premises.
• Maintain supply room inventory, including purchasing of office supplies.
• Work with Manager to manage purchase and installation of new equipment.
• Provide support to meeting services, including moving and setting up furniture and setup of equipment.

Mailroom Services

• Collect and distribute all received mail and courier items in a timely manner.
• Coordinate services for outbound mail and courier items. Work with vendors to ensure timely deliver and resolve delivery issues.
• Maintain accurate record of all mailroom receipt and outbound transactions.
• Accept service court documents and ensure immediate notification and distribution to appropriate parties.

Administrative

• Reconcile invoice charges against business services activities and submit to accounting system for payment.
• Collect and prepare daily bank deposits.
• Perform basic IT maintenance and support for equipment, including clearing printer paper jams and replacing toner.
• Photocopy, sort, and prepare binders as requested.
• Provide ad-hoc coverage for other business services activities, including reception coverage and meeting services.

Attributes & Experience

• 1-2 years related experience within a law firm or professional services environment.
• Strong working knowledge of MS Office product suite.
• Post secondary degree or diploma in Administration or Business, considered an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication skills (written and verbal) with the ability to interact with individuals at all levels within the organization with tact and diplomacy.
• Strong organizational skills with the ability to plan, prioritize and manage time effectively.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Exceptional attention to detail.
• Ability to follow instructions and standard work processes to perform routine tasks.
• Ability to lift at least 55 pounds.
• Flexibility to work overtime when necessary.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Coordinator, Payroll is responsible for administering payroll across all offices (Toronto, Calgary, Montreal, Halifax, and New York), ensuring compliance with legislative, regulatory, and internal requirements.

Key Accountabilities

• Act as subject matter expert and respond to general questions related to payroll.
• Process full cycle biweekly, monthly, and quarterly payrolls across multiple jurisdictions (Canada & U.S.) (e.g., changes relating to new hires, terminations, salary increases, leave of absences, promotions, and transfers, etc.).
• Audit biweekly, monthly and quarterly payrolls.
• Balance and remit statutory withholdings, contributions to retirement plans, HSA, United Way, and wage attachments/garnishments.
• Prepare payroll journal entries and reconcile related general ledger accounts.
• Issue ROEs to Service Canada.
• Reconcile and produce year end tax slips (e.g., T4s and W2s).
• Work with Manager to identify any current inefficiencies, best practices and make recommendations for improvements. 
• Develop and run payroll reports utilizing UKG Pro and BI. 
• Research and monitor legislative changes that impact payroll, and update processes to ensure compliance.
• Participate in internal and external payroll audits.
• Provide backup support to team members during high peak times (vacation and absences). 
• Participate in projects and initiatives as required.

Attributes & Experience

• National Payroll Institute (NPI) PCP designation or other equivalent designation.   
• 2 years of payroll administration experience.
• Experience with UKG Pro is an asset.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple needs at the same time.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Exceptional attention to detail, efficient and organized.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• A flexible and positive attitude.
• Bilingual (French/English) is an asset.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

Torys LLP is seeking a Practice Counsel to be part of our Knowledge and Innovation team and work directly with our capital markets and M&A practice groups. The successful candidate will report directly to the Chief Knowledge & Innovation Officer.

Key Accountabilities

• Stay on top of proposed rule changes, recent developments and trends in capital markets and M&A, and provide timely updates to practitioners.
• Develop and manage our capital markets and M&A internal resources.
• Create legal content for our internal practice pages and external website.
• Author publications to clients.
• Teach in our corporate CLE program.
• Respond to daily questions from our practitioners.
• Support client and business development initiatives.

Skills & Experience

• An LLB or JD degree with an excellent academic record from a reputable law school. Must be in good standing with the Law Society of Ontario.
• Membership in the New York State Bar Association would be an asset.
• 6 years of transactional practice experience in a major Canadian business law firm and/or a relevant in-house legal role and/or relevant work experience with a regulator (stock exchange or securities commission).
• Excellent client service orientation combined with the ability to manage multiple critical client needs.
• Strong drafting and substantive technical legal skills.
• A high level of comfort with legal technology and willing to develop new technology proficiencies.
• Strong interpersonal skills with the ability to work well independently and collaboratively within a team environment.
• Excellent public speaking skills and an ability to communicate effectively (written and verbal) to a broad range of audiences, including senior management, partners, and clients.
• Strong leadership, collaboration, and consultation skills.
• Proven ability to establish and build trust-based working relationships with stakeholders and team members at all levels.
• A pro-active and enthusiastic attitude.
• Excellent project management skills and a demonstrated ability to prioritize and manage complex projects.
• An ability to train/guide users in their use of evolving information sources.
• Evidence of a collaborative and inclusive working style.
• A desire to develop an understanding of the firm and its knowledge sharing needs.

How to Apply:

Interested candidates should forward their resume in confidence to Firm Admin Recruiting at [email protected].

At Torys, we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Off Hours Document Specialist is responsible for providing firm-wide document production support at an advanced to expert level using Microsoft Office products, department-specific software, and other tools to complete work requests, such as revisions, comparisons, formatting, proofing, document conversions, troubleshooting, and document stabilization. Please note the working hours for this position are Mondays (4:30 p.m. to 4:30 a.m.), Tuesdays (4:30 p.m. to 4:30 a.m.) and Wednesdays (4:30 p.m. to 3:30 a.m.) 

Key Accountabilities

• Manage and respond to document production requests, communicating expectations to complete the work in an efficient, accurate and timely manner, this includes managing requests with restricted access.
• Provide document processing services for requests received via the request management service that may take the form of email instructions, markups, notes, digital dictation, or voicemail; proofread and a quality-check of the work for appropriate formatting, spelling, and clarity (excluding legal language).
• Create or edit various documents of different file types, through copy-typing, transcription, scanning, converting, or other methods. The work includes integrating markups; use and management of tracked changes and comments; formatting; cleaning and stabilization of documents; cross-referencing; managing references; indexing; creating tables, graphs, charts, and objects; performing mail merges; making a fillable document form; adding or removing security features from a document; and splitting or combining documents.
• Troubleshoot documents (including up to an advanced technical level) to identify and fix issues preventing proper use.
• Convert and format various file types to different file types (e.g., Word, Excel, PDF), ensuring the converted content is legible, complete, and formatted as requested.
• Prepare blacklines of documents, workbooks, PDFs, or presentations and troubleshoot to obtain the most useful result using the most efficient programs, processes, and formatting strategies.
• Create or edit PDFs from various source documents or websites; revise PDFs; create links or hyperlinks; create table of contents; reduce the file size; add or remove security features; make a PDF form fillable; compile, combine, or split PDFs.
• Prepare or edit presentations, charts, workflows or timelines in PowerPoint or Visio.
• Create or edit Excel workbooks from various source documents, including entering and editing data; revising workbooks or worksheets; creating, editing, and troubleshooting formulas and formatting; formatting worksheets and workbooks for optimal viewing or printing; and preparing and revising pivot tables.
• Manage documents on or send documents from the document management system or ShareFile as needed. This includes uploading documents or versions, managing document properties, and searching for documents.
• Provide Litigation Trial support, such as preparing or revising trial documents according to standards, needs, and instructions.
• Assist with Corporate Data Room Index Updates, Marketing Quarterly presentation table/chart production, and administrative work as needed.
• Liaise and work closely with Legal Practice Assistants, and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner. This includes organizing printing, scanning and delivery support, and redirecting incoming faxes.
• Work cooperatively with others in the team to schedule vacation, breaks, lunches, and absenteeism time to ensure the firm is well supported.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Participate in projects and initiatives as assigned.

Attributes & Experience

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration (or equivalent experience) is required.
• 5+ years’ related experience, preferably within a legal professional services firm.
• Expert in MS Office product suite.
• MOS Certification would be an asset but is not required.
• VBA programming knowledge would be an asset but is not required.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Good working knowledge of legal terms, documents, and procedures including exceptional attention to detail and proofing abilities.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Seeks to improve and grow their knowledge. Looks for and suggests improvement of processes and is open to new processes and adequately evaluates them.
• Proactive and takes initiative, while knowing when to question and when to simply proceed. Knows who to get involved when problems arise, or decisions need to be made.
• Collaborates well with others, offers support and assistance, and seeks same as needed. Demonstrates respect and maintains equanimity in difficult or challenging situations.
• Gets involved with projects and participates in managing the whole or their assigned parts.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Legal Assistant is responsible for providing administrative and document-related support to principals.

Key Accountabilities

Principal/Client Support

• Prepare, draft, revise, and compare legal documents and standard correspondence.
• Troubleshoot and resolve issues with corrupted and/or converted documents.
• Interact with clients and other firms on matters, as required.
• Manage travel arrangements including booking flights, hotel reservations and car rentals as required; organize schedules and itineraries.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities.
• Handle and review all incoming mail, email, and fax communications, and file into the appropriate client matters.
• Receive, handle, screen and/or direct incoming calls as directed by principals, respond to routine inquiries and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Provide backup support when other Legal Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
• Work cooperatively with others in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
• Coordinate activities with other departments and staff as required.
• Participate in projects and initiatives as assigned.

Financial Functions

• Enter principals’ docketed time daily and follow up with principals as required.
• Monitor and review outstanding Work In Progress (WIP) to ensure timely billing.
• Prepare, print, and review prebills (e.g., monthly, quarterly or on request using 3E billing workflow and functionality), and revise according to firm standards and client billing guidelines. Ensure invoices are sent to clients in a timely manner.
• Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees.
• Prepare reports as instructed (e.g., spreadsheets) related to time/billing information for principals and/or clients.
• Monitor specific clients and/or matters where Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Monitor budget thresholds and update billing principals on status.
• Prepare and submit expense reports.

File Management

• Prepare engagement letters and work with the Conflicts & Records team to coordinate new file openings, matter intake, conflict search and audit requests.
• Maintain and organize files to ensure they are easily retrievable by principals, file/scan all paper or electronic correspondence/records into the firm’s document management system.

Attributes & Experience

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
• 3+ years of related experience as a corporate legal assistant.
• Proficient in MS Office product suite.
• Strong knowledge of legal terms, documents, and procedures.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Strong attention to detail, efficient and organized. Proactive and takes initiative.
• Ability to work well independently and collaboratively within a team environment.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.
• Strong knowledge of legal terms, documents and procedures.
• Ability to adapt and learn new technology.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Legal Practice Assistant is responsible for the administrative side of the principal’s practice.

Key Accountabilities

Principal/Client Support

• Act as key contact for all matters relating to:
  • coordinating travel arrangements, preparing itineraries and travel expense reports; 
  • completing LSUC renewal applications, and tracking CPD credits; and
  • updating bios, internal and external conferences, and liaising with Boards, etc.
• Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
• Update contact names and addresses in Interaction and any other client databases.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure principals engage with clients on a regular basis).
• Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required. 
• Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to routine inquiries and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm. 
• Provide backup support when other Legal Practice Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines. 
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
• Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.). 
• Liaise and work closely with Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
• Participate in projects and initiatives as assigned. 

Financial Functions

• Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
• Monitor and review outstanding WIP (Work In Progress) to ensure timely billing. 
• Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
• Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees 
• Prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients. 
• Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing principals on status. 

File Management

• Prepare engagement letters and work with the Conflicts and Records team to coordinate new file openings, matter intake, conflict search and audit requests. 
• Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system. Work with Support Assistants, as required, to store client files as appropriate within firm guidelines.

Business Development

• Coordinate with various departments to ensure all necessary correspondence/documents are compiled for Pitches and Request for Proposals (i.e., principal bios, billing rates, etc.).

Project Management

• Assist principals with matter/project management support as required (e.g., set up and prepare reports, proactively monitor and track project items and related budget information).

Attributes & Experience

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
• 5+ years related experience, preferably within a legal professional services firm.
• Must have strong knowledge of legal terms, documents and procedures.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
• Ability to work well independently and collaboratively within a team environment.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

Supporting a team of Patent Prosecution principals in the Intellectual Property (IP) department, the Legal Practice Assistant is responsible for managing the administrative side of their practices.

Key Accountabilities

Principal/Client Support

• Act as key contact for all matters relating to:
  • coordinating travel arrangements, preparing itineraries and travel expense reports; 
  • completing LSUC renewal applications, and tracking CPD credits; and
  • updating bios, internal and external conferences, and liaising with Boards, etc.
• Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
• Update contact names and addresses in Interaction and any other client databases.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler (FogBugz) system to ensure principals engage with clients on a regular basis).
• Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required. 
• Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to routine inquiries and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm. 
• Provide backup support when other Legal Practice Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines. 
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
• Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.). 
• Liaise and work closely with Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
• Participate in projects and initiatives as assigned. 

Financial Functions

• Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
• Monitor and review outstanding WIP (Work In Progress) to ensure timely billing. 
• Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
• Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees 
• Prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients. 
• Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing principals on status. 

File Management

• Prepare engagement letters and work with the Conflicts and Records team to coordinate new file openings, matter intake, conflict search and audit requests. 
• Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system. Work with Support Assistants, as required, to store client files as appropriate within firm guidelines.

Business Development

• Coordinate with various departments to ensure all necessary correspondence/documents are compiled for Pitches and Request for Proposals (i.e., principal bios, billing rates, etc.).

Project Management

• Assist principals with matter/project management support as required (e.g., set up and prepare reports, proactively monitor and track project items and related budget information).

Attributes & Experience

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
• 5+ years of Patent Prosecution experience, preferably within a law firm or professional services firm.
• Experience with Improtech or other Intellectual Property systems is desired.
• Must have strong knowledge of legal terms, documents and procedures.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
• Ability to work well independently and collaboratively within a team environment.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Support Assistant is responsible for providing routine administrative support to legal assistants and principals across the Toronto office (including visiting lawyers). Please note the working hours for this position are Monday to Friday; 5 p.m. to 12 a.m.    

Key Accountabilities

• Responsible for coding, bookmarking, quality-checking, organizing, printing and scanning documents (i.e. download jobs from email or data sites, size, reproduce, sort, collate and finish). 
• Complete a high volume of work accurately. 
• Assist with electronic filing as per legal assistant/principal instructions and firm/practice group guidelines. 
• Provide routine support to visiting lawyers which includes:
  • ensuring office supplies (pens, pencils, highlighters, paper, etc.) are available and equipment (computer, phone and printer) is in working order;
  • ensuring principals know who to contact for document support during and after hours; and
  • liaising with visiting lawyer’s assistant to coordinate and confirm travel arrangements and requirements upon arrival.
• Prepare binders (i.e. Cerlox), closing folders and closing books. 
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches and absenteeism time to ensure assistants/principals are well supported.
• Assist with ad hoc duties as required (e.g. data entry).

Attributes & Experience

• 1 year related experience, preferably within a professional services firm (including working with photocopiers, scanners and binding equipment).
• Strong working knowledge of MS Office product suite, and PDF creator and editor software programs such as Adobe Acrobat or Nuance Power PDF.
• Experience using an electronic document management system would be an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent organizational skills with the ability to plan, prioritize and manage time effectively. 
• Ability to work well independently and collaboratively within a team environment.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail. 
• Ability to follow instructions and standard work processes to perform routine tasks.
• Ability to quickly adapt and learn new technology.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Legal Assistant is responsible for providing administrative and document-related support to lawyers. 

Key Accountabilities

Lawyer/Client Support

• Act as key contact for all matters relating to administration and document related services support.
• Prepare, draft, revise, and compare legal documents and standard correspondence.
• Troubleshoot and fix issues with corrupted and/or converted documents.
• Interact with clients and other firms on matters, as required.
• Independently manage travel arrangements including booking flights, hotel reservations and car rentals; organize schedules and itineraries.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Manage and update calendars for assigned lawyers, including meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure lawyers engage with clients on a regular basis).
• Update bios, internal and external conferences, and liaising with Boards, etc.
• Assist with preparation of client and business development materials.
• Coordinate with CLE team on attorney registration and compliance.
• Update contact names and addresses in Interaction and any other client databases.
• Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services.
• Receive, handle, screen, and/or direct incoming calls as directed by lawyers. Respond to routine inquiries, and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Provide backup support when other Legal Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
• Work cooperatively with others in scheduling vacation, breaks/lunches, and absenteeism time to ensure lawyers are well supported.
• Participate in projects and initiatives as assigned.

Financial Support

• Partner with lawyers to ensure docket time is entered by set deadlines and follow up with lawyers as required.
• Monitor and review outstanding WIP (Work In Progress) to ensure timely billing.
• Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
• Prepare check requisitions as required to initiate payment of third-party invoices and filing fees.
• Independently prepare various reports (e.g., spreadsheets) related to time/billing information for lawyers and/or clients.
• Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing lawyers on status.
• Prepare and submit expense reports.

File Management

• Independently prepare engagement letters and work with the Conflicts & Records team to coordinate new file openings, matter intake, conflict search, and audit requests.
• Maintain and organize files to ensure they are easily retrievable by lawyers, and file/scan all paper or electronic correspondence/records into the firms document management system.

Attributes & Experience

• 5 years of administrative/legal assistant experience within a major law firm, preferably focusing on corporate practice.
• Post-secondary degree or diploma/certification in legal assistant or related studies strongly preferred.
• Proficient in Microsoft Office product suite, as well as strong working knowledge of firm software (Adobe Professional/Nuance Power PDF) and experience working in document management and time entry billing systems.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
• Ability to work well independently and collaboratively within a team environment.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.
• Ability to adapt and learn new technology.

Compensation

Min $70,500; Mid $82,900; Max $99,500

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Legal Practice Assistant (Litigation) is responsible for the administrative side of the principal’s practice.

Key Accountabilities

Principal/Client Support

• Act as key contact for all matters relating to:
  • coordinating travel arrangements, preparing itineraries and travel expense reports; 
  • completing LSUC renewal applications, and tracking CPD credits; and
  • updating bios, internal and external conferences, and liaising with Boards, etc.
• Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
• Update contact names and addresses in Interaction and any other client databases.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure principals engage with clients on a regular basis).
• Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required. 
• Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to routine inquiries and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm. 
• Provide backup support when other Legal Practice Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines. 
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
• Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.). 
• Liaise and work closely with Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
• Participate in projects and initiatives as assigned. 

Financial Functions

• Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
• Monitor and review outstanding WIP (Work In Progress) to ensure timely billing. 
• Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
• Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees 
• Prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients. 
• Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing principals on status.

File Management

• Prepare engagement letters and work with the Conflicts and Records team to coordinate new file openings, matter intake, conflict search and audit requests. 
• Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system. Work with Support Assistants, as required, to store client files as appropriate within firm guidelines.

Business Development

• Coordinate with various departments to ensure all necessary correspondence/documents are compiled for Pitches and Request for Proposals (i.e., principal bios, billing rates, etc.).

Project Management

• Assist principals with matter/project management support as required (e.g., set up and prepare reports, proactively monitor and track project items and related budget information).

Attributes & Experience

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
• 5+ years related experience, preferably within a legal professional services firm.
• Must have strong knowledge of legal terms, documents and procedures.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
• Ability to work well independently and collaboratively within a team environment.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

Position Overview

The Document Specialist is responsible for providing firm-wide document production support at an advanced to expert level using Microsoft Office products, department-specific software and other tools to complete work requests, such as revisions, comparisons, formatting, proofing, document conversions, troubleshooting, and document stabilization.

Key Accountabilities

• Manage and respond to document production requests, communicating expectations to complete the work in an efficient, accurate and timely manner, this includes managing requests with restricted access.
• Provide document processing services for requests received via the request management service that may take the form of email instructions, markups, notes, digital dictation, or voicemail; proofread and a quality-check of the work for appropriate formatting, spelling, and clarity (excluding legal language).
• Create or edit various documents of different file types, through copy-typing, transcription, scanning, converting, or other methods. The work includes integrating markups; use and management of tracked changes and comments; formatting; cleaning and stabilization of documents; cross-referencing; managing references; indexing; creating tables, graphs, charts, and objects; performing mail merges; making a fillable document form; adding or removing security features from a document; and splitting or combining documents.
• Troubleshoot documents (including up to an advanced technical level) to identify and fix issues preventing proper use.
• Convert and format various file types to different file types (e.g., Word, Excel, PDF), ensuring the converted content is legible, complete, and formatted as requested.
• Prepare blacklines of documents, workbooks, PDFs or presentations and troubleshoot to obtain the most useful result using the most efficient programs, processes, and formatting strategies.
• Create or edit PDFs from various source documents or websites; revise PDFs; create links or hyperlinks; create table of contents; reduce the file size; add or remove security features; make a PDF form fillable; compile, combine, or split PDFs.
• Prepare or edit presentations, charts, workflows or timelines in PowerPoint or Visio.
• Create or edit Excel workbooks from various source documents, including entering and editing data; revising workbooks or worksheets; creating, editing, and troubleshooting formulas and formatting; formatting worksheets and workbooks for optimal viewing or printing; and preparing and revising pivot tables.
• Manage documents on or send documents from the document management system or ShareFile as needed. This includes uploading documents or versions, managing document properties, and searching for documents.
• Provide Litigation Trial support, such as preparing or revising trial documents according to standards, needs, and instructions.
• Assist with Corporate Data Room Index Updates, Marketing Quarterly presentation table/chart production, and administrative work as needed.
• Liaise and work closely with Legal Practice Assistants, and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner. This includes organizing printing, scanning and delivery support, and redirecting incoming faxes.
• Work cooperatively with others in the team to schedule vacation, breaks, lunches, and absenteeism time to ensure the firm is well supported.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Participate in projects and initiatives as assigned.

Attributes & Experience

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration (or equivalent experience) is required.
• 5+ years’ related experience, preferably within a legal professional services firm.
• Expert in MS Office product suite.
• MOS Certification would be an asset but is not required.
• VBA programming knowledge would be an asset but is not required.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Good working knowledge of legal terms, documents, and procedures including exceptional attention to detail and proofing abilities.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Seeks to improve and grow their knowledge. Looks for and suggests improvement of processes, and is open to new processes and adequately evaluates them.
• Proactive and takes initiative, while knowing when to question and when to simply proceed. Knows who to get involved when problems arise or decisions need to be made.
• Collaborates well with others, offers support and assistance and seeks same as needed. Demonstrates respect and maintains equanimity in difficult or challenging situations.
• Gets involved with projects and participates in managing the whole or their assigned parts.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.