Database Assistant Jobs in Toronto, ON (NOW HIRING)

The Assistant, Risk Management is responsible for managing access requests for the firm's confidential and ethical files, clearing trades in securities and providing day-to-day administrative support to the department.

• Create electronic undertakings via Intapp Walls for review, grant access to restricted workspaces, troubleshoot and resolve access issues in iManage and Intapp Time.
• Maintain and manage Risk Management workspaces and files including documents relating to:
  • firm's securities trading policy (i.e., original signed acknowledgments and requests for exemptions, fully managed account agreements for individual lawyers);
  • firm's list of restricted securities and internal trade inquiries; 
  • insurance documents and certificates; 
  • engagement letters and umbrella letters; and
  • database of lawyer directorships.
• Maintain Risk Management and Conflicts & Records Torysnet sites, update and ensure accuracy of content (including liaising with other departments for regular review of Code of Conduct policies).
• Draft and update template documents, presentations and policies.
• Coordinate certain file management functions, including inquiries from regulators, litigation holds, destruction requests and transfer requests.
• Assist Risk Management team with administrative support which includes:
  • responding to conflict search-related inquiries (e.g., generating timekeepers list or detailed dockets);
  • uploading OCGs to Torysnet;o drafting correspondence; ando scheduling meetings, booking boardrooms, maintaining schedules, coordinating travel arrangements, completing expense reports, preparing courier packages, printing, photocopying, etc.
• Prepare annual applications for professional liability insurance, cyber insurance, employment practices liability insurance and D&O insurance to Canadian Lawyers Liability Assurance Society ("CLLAS") for General Counsel's review. Prepare correspondence related to insurance coverage and claims to LawPro and CLLAS and manage corresponding workspace.
• Participate and support various departmental projects and initiatives (e.g., trust fund balance returns) as required.

• Post-secondary degree or diploma in office administration, or a related field, or equivalent experience to successfully complete the essential requirements of the role.
• Minimum 1 year of related experience, preferably within a law firm or professional services firm.
• Proficient in MS Office product suite.
• Strong working knowledge of an electronic document management system.
• Experience with 3E, Intapp Walls, and SharePoint an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Exceptional attention to detail.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Ability to learn new technology quickly and apply knowledge.
• Strong research, analytical abilities and problem-solving skills. 

This position is part of our hybrid work model with 3 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate's skills, experience, and qualifications.

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at firmadminrecruiting@torys.com.