Practice Assistant – Legal Operations

Individually we are people, but together we are Aviva. Individually these are just words, but together they are our Values – Care, Commitment, Community, and Confidence.

We are seeking a highly organized and proactive Practice Assistant – legal Operations to join our dynamic team. This role is ideal for someone who thrives in a fast-paced legal environment and is passionate about operational excellence, client service, and continuous improvement. You will play a key role in supporting our leadership team and ensuring the smooth functioning of our business operations

Aviva recognizes the importance of being flexible and the benefits of being together, this role will be hybrid – the best of both worlds.

Come, join our team!

What you’ll do:

• Support the Operations and leadership team in maintaining an effective and efficient business operations framework.
• Champion a culture of exceptional client service and contribute to initiatives that enhance customer experience.
• Collaborate with the Operations Leader to analyze and streamline internal processes for greater efficiency.
• Coordinate and support internal operations projects, ensuring timely execution and follow-up.
• Provide excellent support to senior management, including calendar management, travel arrangements, and expense reporting.
• Serve as the primary contact for legal counsel and student recruitment processes, including job postings, interview scheduling, and coordination.
• Respond to internal and external inquiries related to operational functions with professionalism and accuracy.
• Manage firm-wide operational payments, including quarterly levy fees, LawPro insurance, law Society fees, and professional memberships while assisting in analyzing spend and identifying cost-saving opportunities.
• Prepare ad-hoc reports and presentations for leadership and strategic meetings.
• Plan and coordinate firm events, meetings, strategy sessions, and presentations.
• Support the Quality team with audit projects.
• Identify departmental needs and concerns, advising the Operations Manager and proposing appropriate solutions.
• Support the referral intake process, including conflict search and assignment coordination.

What you’ll bring:

• Previous experience in a legal or professional services environment is preferred.
• Strong organizational and multitasking skills with a keen attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and familiarity with legal practice management systems.
• Ability to handle confidential information with discretion.
• A proactive, solution-oriented mindset and a collaborative team player.

What you’ll get:

• Please note that individual salary is determined by factors such as job-related knowledge, skills and experience, as well as internal equity.
• Compelling rewards package including base compensation, eligibility for annual bonus, retirement savings, share plan, health benefits, personal wellness, and volunteer opportunities.
• Outstanding Career Development opportunities.
• We’ll support your professional development education.
• Competitive vacation package with the option to purchase 5 extra days off per year
• Employee driven programs focused on gender, LGBTQ+, origins, diversity and inclusion
• Corporate wellness programs to support our employees’ physical and mental health

Please note that we may use AI tools to help us through the recruitment process. This is a new position which has been posted both internally & externally.

Aviva Canada has an accommodation process in place to provide accommodations for employees with disabilities. If upon commencement of employment you require a specific accommodation because of a disability, please contact your Talent Acquisition Partner so that an appropriate accommodation can be arranged. This process applies throughout your career with Aviva Canada.

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