Job Title

Location: 3981 Kingsway Suite B, Burnaby, BC Hours: In-Person Full-time (37.5 hrs/week), MonFri, 8:30 AM 4:30 PM ABOUT US: Were a fast-paced, forward-thinking, and client-focused boutique law firm based in Burnaby, B.C., with a reach that goes far beyond Canadas borders. We focus on immigration, refugee, and administrative law, and were all about challenging the status quo to fight for fairness, justice, and transparency. Our work gets noticedwere often called on by government decision-makers, judges, media, and community organizations. Were also at the forefront of exploring how AI is changing immigration and public decision-making. In 2025, we were named one of Canadas Best Law Firms, earning top national and regional rankings in Canadian immigration law. ABOUT THE ROLE: This is a front-facing, client-focused role. Youll be the first point of contact for many of our clientschatting with them over the phone, through email, or in person. Youll help guide them through the intake process and match them with the right lawyer based on their needs. Youll also support the team with general administrative tasks like drafting retainer agreements and filling out forms. You will work with a team of legal assistants/case managers and lawyers. What Youll Do: The successful candidate will be expected to perform various duties, including but not limited to: Greet clients at the office and manage email/phone inquiries Schedule consultations and handle intake (manual + auto bookings) in a timely manner Manage firm communications for current clients including incoming calls, voicemails, and emails Direct client inquiries and communicate effectively with lawyers and staff to address client needs Prepare and submit ATIP requests and consent forms Draft emails, routine letters, and retainer agreements Open/close client files and prepare consultation invoices Coordinate meetings and conference calls Arrange couriers and manage client/firm mails Track and prioritize tasks and deadlines Support with planning firm social events Support lawyers with file organization and timelines Other admin tasks as needed Who You Are: You have a diploma or certificate in legal/office administration (or equivalent training) or higher You have worked at least 1 year in customer service and office administration Bonus: You have previous experience working as an administrative assistant in a law firm Skills & Strengths: Friendly, empathetic, and a great communicator Highly organized and detail-oriented, ensuring accuracy, clarity, and completeness in all tasks Quick learner and strong problem-solver Can juggle multiple priorities in a fast-paced environment Can work under pressure and manage competing deadlines Excellent customer service skills and a proactive work ethic Proactive, collaborative, and accountable Strong team player who collaborates well with others REMUNERATION AND BENEFITS: Salary range: CDN $45,000 CDN $55,000/year commensurate with experience Extended health benefits after 6 months Performance-based bonus opportunity Deadline to Apply: June 15, 2025 How to Apply: Email operations@heronlaw.ca with: A short cover letter (12-point font, Times New Roman, max. 2 pages) Your resume Subject line: LAST NAME Client Intake and Admin Assistant Position Job Application HLO Applications will be reviewed on a rolling basis.