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Supervisor, Legal Support Services

Job ID: 6756

Level: Senior


Our client is one of Canada’s leading business law firms. They deliver the legal expertise and guidance that our clients need to advance their business and take the lead. They are currently recruiting for a Legal Support Services Supervisor.

Summary of Position: This position is responsible for the overall management  of legal administrative assistant (LAA) and document specialist (DS) resources in the Vancouver office. The incumbent is responsible for leading each team in delivering exceptional client service, producing quality work and effectively managing resources such as staffing and allocation of resources, secretarial share arrangements and workflow distribution.  

This supervisory position works closely with the National Manager, Document Specialists and Manager, Legal Support Services. In conjunction with the National Director of Human Resources, this position will participate in various national initiatives and projects and work closely with the office managers and legal support services supervisors in other offices.

Responsibilities: The main responsibilities and duties of this position include but are not limited to the following:

·Provide leadership to the Legal Support Services (LSS) and Document Specialist Centre (DSC) groups to foster a positive working environment, to uphold firm values, and to ensure effective communication, expectations and standards.

·Responsible for overseeing the daily operations of the LSS Department and DSC in the Vancouver office including allocation of resources, workload/workflow management, work request assignment, quality, completion, and administration various personnel related changes including new hires, departures, scheduling, leave of absences, vacation requests, overtime requests, etc.

·Provide ongoing coaching, mentoring and support to the LSS and DSC staff in the Vancouver office

·Oversee and manage all talent management programs for the Legal Support Services team including recruitment, performance management (career plans, feedback mechanisms), compensation and professional development.

·Work closely with National Manager, Document Specialist in managing all talent management programs for the Document Specialist Centre team including recruitment, performance management (career plans, feedback mechanisms), compensation and professional development.

·Oversee and monitor share group allocation including share group ratio analysis, structure, teaming guidelines and evaluation of share group teams.

·Prepares and oversees the Legal Support Services budget and reporting including headcounts statistics

·Coordinate with Workflow Coordinator, other office Team Leads, and Manager to ensure evening and weekend DSC coverage

·Manage and make recommendations regarding staffing levels, ensuring high levels of client service and support are provided.

·Work closely with the Learning & Development team and LSS and DSC leadership teams to provide recommendations, development, and evaluations of professional training and development programs for the LSS and DSC teams to ensure opportunities for skill development and growth.

·In collaboration with the Learning & Development team and LSS and DSC leadership teams; provide recommendations, feedback, and evaluation of training programs for the LAAs and DSs to ensure technology skill development and effective application.

·Identify, support and foster external relationships with local colleges, participating in career fairs, co-op programs and other initiatives.

·Provide assistance and guidance to legal professionals on best practices for secretarial sharing

·Provide direction to staff, legal professionals, and LAAs with respect to DSC bookings, work requests

·Champion firm changes with respect to technology, policy, process, and procedure improvements

·Collaborate with LSS leadership team to develop and monitor effective onboarding program for legal support assistants to ensure successful integration.

·Perform other duties in line with the requirements of the position.


·Previous supervisory and/or management experience is required

·Ability to communicate effectively with others, build relationships, facilitate group discussions and interact with individuals at all levels of the firm with tact, diplomacy, discretion and professionalism.

·Strong leadership, coaching, mentoring and relationship management skills

·Effective organizational, planning and analytical skills; demonstrated use of sound judgment and reliable decision making

·Ability to work with minimal supervision and enjoy working in a fast-paced, team based environment

·A Legal Secretarial Diploma and/or relevant experience in a professional services or legal environment is an asset

·Excellent interpersonal skills, including the ability to deal with sensitive and/or confidential situations and remain calm under pressure

·Strong knowledge of word processing skills and related applications, with expertise in MS Office 2007 or later; ability to embrace and learn new technology/information systems

·Strong ability to exercise a high level of client service at all times including the ability to seek opportunities to exceed client expectations when possible

·A strong degree of attention to detail and organizational skills as well as the ability to juggle a demanding workload with multiple deadlines

·Excellent problem solving and conflict resolution skills

·Strong verbal and written communication skills, including ability to communicate in a professional and tactful manner at all times

·Ability to assume responsibility for projects and works well independently as well as part of a team

 Interested candidates, please submit your resume to