Legal Assistant

About the role

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-00782 Time Type: Full time Employee Group: Staff Job Category: Legal Employment Type: Permanent Department: Legal and Immigration Services - Legal Counsel Hiring Range: $67,688.63 - $84,610.79 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is Thursday, 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 deli

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