Legal Assistant

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position isThursday June 11 2026 at 11:59PM.

Job Description:

Primary Purpose

The Legal Assistant represents the Mission and Values of Legal & Immigration Services (LIS). The incumbent is responsible for providing support for administrative tasks file management organization drafting research support and a range of administrative tasks that contribute to the smooth and efficient operations of the office by providing support to all LIS Legal Counsel. Reporting jointly to the Legal Executive Officer and Legal Counsel this position assists with overall efficiency by assisting with the day-to-day operations and co-ordination of administrative operations of LIS.

Key Accountabilities

Administration and Operational Support

• Coordinate calendars meetings and scheduling for Legal Counsel and the Legal Executive Officer including internal and external stakeholders.
• Manage incoming correspondence emails and sensitive materials; assess priority and escalate urgent matters as required.
• Act as a central point of contact for LIS facilitating communication with internal stakeholders senior leadership and external counsel.
• Support meeting preparation including agendas briefing materials and follow-ups on action items.
• Provide general administrative support including travel arrangements expense submissions and office coordination tasks.
• Contribute to a professional responsive and service-oriented environment.

• Support the coordination and prioritization of legal work to ensure efficient workflow across LIS.

• Monitor processes and recommend improvements to enhance efficiency consistency and service quality.

• Assist in the development implementation and refinement of administrative and legal workflows.

• Promote best practices in the use of legal systems and tools across the team.

Legal Documentation and Research

• Draft format and prepare legal documents forms correspondence and reports for review by Legal Counsel.

• Prepare summaries chronologies and supporting materials for legal matters.

• Conduct legal and background research including case law searches using tools such as CanLii and Carswell.

• Assist with litigation and tribunal documentation including filing and document preparation as directed.

• Review and proofread documents to ensure accuracy completeness and professionalism.

• Monitors LIS processes and provides proactive recommendations to support the ongoing refinement of LIS procedures to ensure quality of service.

• Supports the Legal Executive Officer in identifying implementing and refining administrative and legal workflows within Onit to improve operational efficiency consistency and file integrity across LIS.

Legal File System Management

• Maintain accurate complete and up-to-date electronic legal files using systems such as Onit and iManage.

• Manage matter intake triage classification and assignment in accordance with LIS processes and Legal Counsel direction.

• Ensure consistent application of file management standards including naming conventions data entry and documentation practices.

• Support reporting and data analysis to monitor workload workflows and operational performance.

• Identify and address data gaps or inconsistencies to maintain file integrity and quality.

• Collaborates with LIS team members to support consistent and thoughtful use of Onit and iManage across all practice areas contributing to integrated workflows improved information sharing and alignment with departmental strategic objectives.

• Tracks the progress status and key deadlines of legal matters within Onit ensuring data accuracy and completeness generating reports where requires ensuring deadlines are met in a timely fashion and bringing forward items for action when necessary.

Stakeholder Support and Collaboration

• Liaise with internal clients external counsel government agencies and tribunals as required.

• Build and maintain effective working relationships with university leadership staff faculty and external partners.

• Provide responsive professional support to inquiries including those involving sensitive or confidential matters.

• Collaborate with LIS team members to ensure coordinated and consistent legal service delivery.

Required Qualifications

Education

• Undergraduate Degree or equivalent education and experience required.

• College Diploma in a law-related discipline (e.g. Legal Assistant Law Clerk Paralegal) or equivalent extensive administrative experience.

Experience

• 5 plus years of experience providing administrative coordination and legal administrative support in a complex office environment.

• Previous experience working as a paralegal providing administrative support preferred.

• Experience working as a legal assistant providing administrative support required.

Knowledge/Skills/Abilities

• Demonstrated experience working in a highly confidential environment at the executive level.

• Provides courteous timely and efficient service while reflecting a positive attitude.

• Proven ability to manage a large volume of legal files conflicting priorities and competing deadlines.

• Excellent Oral and written communication skills to clearly express ideas in an objective manner and adapt communication style to suit the situation and audience.

• Understand and appreciate diverse points of view about complex and often inter-related issues.

• Demonstrated ability to multi-task take initiative to work independently maintain an organized work environment and be part of a team in a fast-paced environment.

• Organizational and planning skills with the ability to think logically and anticipate outcomes.

• High ethical standards with a strong commitment to maintain confidentiality and treat sensitive information with discretion.

• Resourceful creative and a thorough researcher and problem-solver.

• Sound judgment and personal and professional integrity.

• Demonstrated ability to understand and resolve external and internal partner issues.

• Ability to maintain a positive professional attitude with genuine customer service orientation with an ability to apply tact and diplomacy when dealing with sensitive client issues.

• Ability to follow formal business practices with high attention to detail.

• Adapts readily and effectively to changing priorities and demands.

• High ethical standards with a strong commitment to maintain confidentiality and treat sensitive information with discretion.

• Ability to interact professionally with senior administration students staff faculty and other members of the University community.

• This position works independently and collaboratively and requires outstanding client service sound judgment personal and professional integrity a strong work ethic and an ability to work under challenging time constraints with competing priorities.

• Intermediate proficiency required in Microsoft Office in order to prepare formal correspondence documents emails memos and input departmental data into spreadsheets and databases.

• Knowledge and demonstrated experience using or supporting electronic legal matter management systems (e.g. Onit iManage or similar) with strong attention to data accuracy workflow management and file integrity.

• Familiarity with the University of Waterloos policies and guidelines preferred.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.