• Operations
  • Ottawa, ON, CAN
  • Salary
  • Full Time

Extended Health, Dental and Vision Benefits, Transportation Incentive, RSP Matching, Work/Life Balance

Position Type:             Permanent

Status:                          Full-Time

Location:                      Ottawa

Date Posted:                November 5, 2018

Closing Date:               November 23, 2018


About Ecojustice:

Ecojustice is Canada's largest environmental law charity. Our mission is to use the law to defend nature, combat climate change and fight for a healthy environment for all.  Our strategic, innovative public interest lawsuits lead to nation-wide precedents and deliver concrete solutions to our most urgent environmental problems.

Working with Ecojustice means joining a team of passionate, hard-working professionals. We strive to build an inclusive and respectful working environment, where all employees are valued for their contributions to our mission. 

Ecojustice offers a comprehensive benefits program, which includes:

  • Family friendly workplace policies, including a generous annual vacation allowance (starting at 3 weeks and increasing to 6 weeks), Winter office closure (between Christmas and New Year), Birthday day off, maternity and parental leave top-ups, and a workplace culture with an overarching emphasis on work life balance;
  • Extended health and dental coverage for employees and their families;
  • RSP matching after 1 year of employment;
  • Transportation incentives to encourage an environmentally friendly commute to work; and
  • Volunteering incentives, to enable all employees to give back to the communities and causes that they are passionate about.

We also support ongoing employee development through our People Potential Program, which aims to give all employees a tailored plan in order to access professional development and training opportunities relevant to their own career development.

Ecojustice is 100 per cent funded by individuals and organizations who share our values.  To learn more about how we are building the case for a better earth, please visit:


About the Role:

As a member of the Ecojustice Operations team, the Legal Administrative Assistant/Office Administrator plays a key role in: 

Performs legal administrative duties for the program team:

  • Assists legal and science staff with various tasks when requested;
  • Maintains current hardcopy and electronic filing system for litigation and other project files, including pleadings, correspondence, etc.;
  • Coordinates travel arrangements - air/accommodations/car rentals;
  • Internet research when needed;
  • Prepares and/or assists with accounting and preparation of expense reports ;
  • Handles incoming and outgoing mail/faxes/couriers/phone calls/e-mails;
  • Answers client and opposing counsel telephone calls and general inquiries; 
  • Assists with ordering and maintaining updates for the legal library and circulating to lawyers, scientists and students;
  • Opens and closes the physical and electronic files;
  • Assigns case codes from time to time and updates file list;
  • Types correspondence and legal documents from dictation and hand written notes;
  • Drafts service documents and correspondence;
  • Communicates with Court Registries;
  • Ensures that all documents are prepared carefully and professionally, with close attention to detail;
  • Organizing and preparing materials for court:
  • Assembling/photocopying/binding/cerloxing Chamber Records, Application Records, Books of Authorities, Factums, Motion Records, Trial Briefs, Appeal Books, Affidavits, and any other documents as required;
  • Drafts indexes, prepares materials (paper and electronic documents) for court or legislative/government relations purposes, and instructs offsite printer when necessary;
  • Filing court documents electronically or in person;
  • Prepares documents for court or legislative/government relations purposes and ensures that format of all documents complies with the relevant rules of court where applicable;
  • Assists students in preparing court material, internal memoranda, correspondences etc. when required;
  • Attends various court offices to file documents when necessary;
  • Serves documents to opposing counsel when necessary, or assists students in doing so or arranges for Process Server.

Assists generally in day-to-day office operations:

  • Maintains office and sees to day to day office needs and supplies;
  • Maintains library;
  • Monitors IT needs and issues and troubleshoots as needed;
  • Monitors office supplies;
  • Monitors LawPRO and Law Society of Ontario filings in a timely manner;
  • Translates documents for staff either orally or in writing from English to French and vice versa when required (if bilingual);
  • Manages and submits Ecojustice lobbying registration information;
  • Records meetings minutes when required;
  • Communicates with head office, HR and University of Ottawa administration and assists in new staff orientation;
  • Prepares expense reports;
  • Arranges catering when required;
  • Coordinates with University of Ottawa Faculty of Law staff, Facilities Staff, and other University staff as required for office and IT administration, set-up, and maintenance;
  • Communicates with Faculty accounting department, reviews and approves invoices.

Performs administrative duties for the Clinic classes:

  • Communicates with potential students, provides appropriate information regarding the clinic course and processes registrations;
  • Communicates with academic staff at the Faculty of Law and provides students with course information in a timely manner;
  • Assists Clinic Director with creating the syllabus, coordinating with guest speakers, and booking rooms and equipment;

Note: This job may require other responsibilities and duties as assigned by Ecojustice


About You:

Education & experience requirements

  • Legal Administrative Assistant or Legal Assistant Certificate and/or combination of equivalent education and experience.
  • Minimum 3-5 years of legal/law office experience.

Required knowledge & skills

  • Knowledge of Provincial, Federal and Supreme Court of Canada rules and procedures, law office and litigation procedures; understands and applies Rules of other legal institutions. 
  • Understanding of court system in Canada, appropriate legal citation rules, and electronic filing systems used by different courts

Desired skills and abilities

  • MS Office (including proficiency in using MS Word, Outlook and Excel), Adobe Acrobat Pro, general office equipment, Internet skills and basic accounting knowledge.
  • Good written and oral communication
  • Word processing skills, with fast and accurate keyboarding, machine dictation, and document formatting skills.
  • Aptitude for learning new software programs and web-based technologies.
  • Responsible, reliable, flexible, team player with ability to work overtime and on weekends if necessary.
  • Ability to maintain priorities, keep track of assigned tasks, and multi-task at the same time.
  • Able to complete binding process to serve and file documents to meet filing deadlines and court office closure.
  • Ability to maintain high standards and attention to detail even when under pressure.
  • Ability to problem solve and seek solutions.
  • Fluency in English required.  Fluency in French strongly preferred.


Application Process:

Ecojustice is committed to creating a diverse, equitable, and inclusive work environment.  We welcome and value the contributions of individuals who identify as members of a minority or marginalized community, and encourage applications from Indigenous peoples, women, people of colour, and people with a disability.

Interested applicants should submit their cover letter and resume online at:  no later than the Friday, November 23, 2018 closing date.  

If you have any questions about this role, please contact Emma Billard, HR Coordinator, by email at or by calling 613-562-5225.

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