About DMF Law
DMF Law is a boutique firm dedicated to dignity, mobility, and freedom for our clients. We practise at the intersection of U.S. and Canadian immigration law, and also handle administrative and criminal matters — pairing strategic advocacy with genuinely personalized service. As we grow, we are looking for the person who will become the organizational backbone of the firm: someone who keeps the business running smoothly while helping clients move through complex processes with confidence.
The Role
We are seeking an exceptionally organized, enthusiastic, and professional Legal Assistant to become a long-term, foundational member of our team. This is a unique opportunity for a highly motivated self-starter who wants to do two things well: keep the firm’s operations efficient and well-ordered, and provide hands-on legal support that moves client files forward.
Working under the supervision of our lawyers, you will be the logistical backbone of every client file — from intake through final disposition — and the steady hand that keeps billing, deadlines, and systems on track. Your organizational instincts, client-centred communication, and comfort with legal technology will ensure matters progress smoothly and deadlines are never missed.
What You’ll Do
Practice Operations & Organization
- Manage client billing and invoicing.
- Track critical deadlines and ensure administrative tasks are completed accurately and on time.
- Oversee and maintain the firm’s systems and workflows, identifying opportunities to automate and streamline.
- Open, maintain, and close physical and electronic files, keeping every matter orderly and easy to navigate.
- Receive, scan, categorize, and circulate incoming mail the same day, escalating urgent items immediately.
Client Communication & Document Collection
- Act as the main point of contact for clients, guiding and motivating them through the document-collection process.
- Help clients gather all required evidence and biographical documentation (e.g., photos, police certificates), bringing a human touch to a process that needs one.
- Communicate with warmth, professionalism, and clear boundaries, ensuring each file is complete and ready to be drafted.
- Schedule certified translators and interpreters, and manage the delivery and verification of translations.
Legal Support
- Draft retainer agreements from firm precedents, flagging any uncertain terms to the supervising lawyer.
- Complete immigration and court application forms accurately and on time; compile records, exhibits, and disclosure.
- Prepare affidavits and statutory declarations, and format exhibits to court standards.
- Coordinate Court, tribunal, and IRCC e-filings, and arrange physical filings and service logistics.
- Conduct basic legal and policy research (e.g., IRCC program delivery instructions) and summarize findings in concise memos.
- Keep firm precedents, templates, and knowledge-base materials current.
Case Management & Deadlines
- Enter billable and non-billable time daily in Clio with clear, concise descriptions.
- Maintain statutory and internal deadlines in the firm calendar and send reminders well in advance.
- Monitor IRCC portals daily and notify the responsible lawyer of decisions or requests promptly.
- Schedule meetings for lawyers and clients, send invitations with agendas, and prepare brief meeting notes.
What You Bring
- Exceptional organization and work ethic. Ideally, you are more organized than the attorney, and you show up every day ready to go.
- Strong interpersonal skills. Polite, professional, and emotionally intelligent, with the ability to maintain boundaries while working closely with clients.
- Composure under pressure. You stay calm and effective, especially when deadlines are tight.
- Commitment. You intend to grow with the firm for the long term.
- 3+ years’ experience as a legal assistant or paralegal, ideally in immigration or litigation.
- Impeccable attention to detail and genuine file-management discipline.
- Clear, professional written and verbal communication.
- Proficiency with Clio (or similar practice-management software), Adobe, and Microsoft 365.
- Familiarity with BC Supreme Court, Federal Court, and tribunal filing protocols is an asset.
- Fluency in a second language is an advantage, but not required.
Why Join DMF Law
- Competitive salary commensurate with experience
- Extended health and dental benefits after a probationary period.
- A collaborative culture where your ideas directly shape how the firm runs.
- Meaningful work — you will help people navigate some of the most important moments of their lives.
How to Apply
Send a cover letter and résumé (PDF) to [email protected] with the subject line “Legal Assistant – [Your Name]”. Applications are reviewed on a rolling basis until the position is filled.
Please do not attend our office to drop off your resume. If we believe you are the right candidate, we will invite you to our office.
Pay: $50,000.00-$75,000.00 per year
Work Location: In person
