Position overview
The Legal Administrative Assistant (Wills & Personal Planning) supports the Notaries Public in preparing Wills, Powers of Attorney, Representation Agreements, and related Personal Planning documents. The role is responsible for delivering an exceptional client experience from a client's first enquiry through to the signing of their documents.
Responsibilities include drafting legal documents and correspondence, coordinating appointments, managing client files, maintaining accurate electronic and physical records, preparing documents for execution, and witnessing document signings.
In addition to legal drafting and client service, you'll have opportunities to contribute to process improvements, technology initiatives, and the continued growth of our Wills & Personal Planning practice. We're looking for someone who enjoys learning, embraces innovation, and takes pride in finding better ways to serve our clients while maintaining the highest standards of legal accuracy and professionalism.
Hours: This is a permanent position of approximately 30 to 36.5 hours per week, worked Monday through Friday.
As our Wills & Personal Planning practice continues to grow, this role offers the opportunity to take on increasing responsibility and become an integral member of our team.
Key Accountabilities
- Provide exceptional customer service when greeting clients and responding to Wills & Personal Planning enquiries.
- Process and manage incoming enquiries received by telephone, email, website contact forms and other communication channels.
- Collect, verify and accurately enter client information while ensuring the timely flow of information to the appropriate team members.
- Schedule, coordinate and confirm client appointments.
- On behalf of the Notary Public, draft Wills, Powers of Attorney, Representation Agreements, correspondence and other Personal Planning documents using office precedents and templates.
- Conduct thorough reviews of legal documents to ensure accuracy, completeness, formatting consistency and compliance with office standards.
- Make revisions to documents as directed by the Notary Public.
- Prepare client files and signing packages.
- Witness the execution of legal documents with clients and the Notary Public.
- Register Wills Notices and complete required post-signing procedures.
- Maintain organized electronic and physical client records through scanning, filing and records management.
- Perform administrative accounting duties, including preparing invoices and processing client payments as required.
- Ensure the smooth coordination of office procedures and communication between clients and team members.
- Assist with basic conveyancing matters as required, including transmissions to surviving joint tenants, name changes and simple property transfers.
- Assist with educational seminars, client communications and initiatives that support the growth of our Wills & Personal Planning practice.
- Contribute ideas to improve office systems, document templates, workflows and the overall client experience.
- Assist with the responsible implementation of technology and AI tools to improve efficiency while maintaining the highest standards of legal accuracy, confidentiality and client service.
- Perform research, follow-up and other duties as assigned by the Notary Public.
Key Challenges
- Demonstrate exceptional attention to detail when drafting and proofreading legal documents where accuracy is essential.
- Build positive relationships with clients through professionalism, empathy and outstanding communication.
- Effectively manage competing priorities while responding to interruptions, including incoming enquiries, client appointments, document signings and walk-in clients.
- Maintain confidentiality and exercise sound judgment when handling sensitive client information.
- Remain calm, organized and solutions-focused in a fast-paced environment.
- Adapt to new technologies and continuously seek opportunities to improve processes while maintaining exceptional quality standards.
Qualifications
Required
- Minimum one (1) year of experience in a legal, notary or professional office.
- Strong proficiency with Microsoft Office (Word, Outlook and Excel).
- Excellent written and verbal communication skills.
- Exceptional organizational skills and attention to detail.
- Strong data entry and administrative skills.
- Demonstrated ability to provide outstanding customer service.
- Professional telephone manner.
- Ability to prioritize work independently and manage multiple tasks.
- Commitment to maintaining confidentiality and professionalism.
Preferred
- Experience preparing Wills, Powers of Attorney or Representation Agreements.
- Experience using legal practice management software.
- Experience using technology tools, including Microsoft Copilot, ChatGPT or similar AI applications.
- Experience with bookkeeping or invoicing.
- Experience proofreading professional documents.
Why Join Ridge Notaries?
At Ridge Notaries, we believe helping people plan for the future is some of the most meaningful work we do.
For more than 18 years, Ridge Notaries has proudly served Maple Ridge and the surrounding communities. As a multi-generational family of Notaries Public, providing trusted legal services is part of who we are. We are committed to building lasting relationships with our clients and aspire to be a family's trusted Notaries for generations to come.
Located in the heart of Maple Ridge, Ridge Notaries is a growing practice focused on real estate conveyancing, Wills & Personal Planning, and notarizations. We believe exceptional legal services are built on exceptional people, thoughtful processes, and a genuine commitment to continuous improvement.
We're embracing technology and the responsible use of AI to streamline administrative tasks, improve efficiency and enhance the client experience. We never compromise on the accuracy, professionalism and personal service our clients expect.
We foster a collaborative and supportive workplace where every team member is encouraged to contribute ideas, continue learning and make a meaningful impact. If you're looking for more than just another legal administrative position and want to be part of a modern, forward-thinking practice that values quality, teamwork, innovation and community, we'd love to hear from you!
Pay: $25.00-$31.00 per hour
Expected hours: 30.0 – 36.5 per week
Benefits:
Schedule:
Application question(s):
- What legal documents have you prepared or are familiar with?
Education:
- Secondary School (preferred)
Experience:
- legal administrative (in a notary public or law firm): 1 year (required)
Work Location: In person
