Legal Assistant, Corporate

Osler; Toronto; Hybrid; CAD 65,000 - 80,000; Full time

Job summary

Osler, Hoskin & Harcourt LLP is seeking a Legal Assistant for the Corporate Department to provide high-level support to multiple legal professionals and drive practice efficiency in a fast-paced environment. The ideal candidate holds a Community College diploma in Office, Legal or Business Administration with at least four years’ experience.

Responsibilities include inbox/calendar management, client relations, file setup, document workflow, and support for firm management and not-for-profit

Qualifications

• Education and experience: Community College diploma in Office, Legal or Business Administration plus a minimum of four years’ experience in a professional services or legal environment; equivalent combinations may be considered.
• Proven ability to support multiple professionals with discretion and confidentiality.
• Strong written and verbal communication skills; attention to detail.

Responsibilities

• Manage LPs' inboxes and calendars; coordinate meetings, travel, and notifications.
• Serve as point of contact with clients and internal/external stakeholders; cultivate relationships.
• Support firm management activities and boards of not-for-profit entities.
• Administer client accounts, prebills, invoices, and fee/disbursement reviews.
• Assist with conference, business development, pitch materials, and bios updates.
• Oversee new file setup, client intake, workspace management, and file creation in the DMS.
• Coordinate document workflow: drafting, formatting, finalizing, and distributing materials.
• Support audit inquiries and other duties to achieve Firm objectives.

Skills

Discretion & confidentiality

Attention to detail

MS Office

Organizational skills

Time management

Teamwork

Initiative

Knowledge of legal procedures

Drafting & proofreading

Education

Community College diploma in Office/Legal/Business Administration

Tools

MS Office Suite

Job description

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal field. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path. We care about our staff and the working environment here proves it.

We are currently recruiting for a Legal Assistant in our Corporate Department. The LA will proactively manage the practices of multiple Legal Professionals ("LPs") and provide the LPs with a high level of support in order to enhance practice efficiency. This position requires experience in Corporate Law, along with superior multi-tasking, administrative and communication skills. The successful candidate will demonstrate initiative, have the ability to work in a fast-paced environment, and provide excellent client service.

This job posting is for an existing vacancy.

Major Responsibilities and Duties

• Manage the LP's inbox by proactively monitoring and responding to emails to keep current on developments within files
• Maintain the LP's calendar, including organizing appointments and meetings, arranging facilities, AV/hospitality, preparing agenda, coordinating meeting attendees, and keeping LPs apprised of issues requiring attention. Book travel arrangements as needed
• Point of contact with clients and various internal and external stakeholders to provide assistance and information as required. Develops and maintains effective relationships with clients
• Provide necessary support for LP’s roles in Firm management and on boards of not-for-profit enterprises
• Administer client accounts by ensuring time charges are submitted, following up on delinquent time charges with other LPs and LAs, reviewing and editing prebills, preparing invoices for review by LPs, verifying fees and disbursements, and addressing client inquiries
• Provide support for conference and other business development activities including speaking notes and presentation materials
• Support client development activities, such as managing LPs’ bios, entering/updating information into client relationship database, assisting with development of pitch materials
• Manage new file setup, including gathering and researching information for client intake process, workspace management, creating and managing files in document management system
• Coordinate document workflow including drafting, formatting, finalizing and distributing documents, correspondence and other materials. Effectively utilizes document production services and other resources for document production activities
• Receive, research, prepare for and follow up on audit inquiries
• Perform other duties as required to achieve Firm objectives

Position Requirement

Education and Experience

The position requires the completion of a Community College diploma in Office, Legal or Business Administration plus a minimum of four years’ experience working in a professional services or legal environment, preferably with Corporate Law. An equivalent combination of education, training and experience may be considered.

Knowledge and Skills

• Experience supporting legal professionals and maintaining a high level of discretion and confidentiality at all times
• Excellent attention to detail, with strong written and verbal communication
• Strong technical skills (MS Office Suite)
• Organizational and time management skills required to effectively multi-task
• Highly responsive and able to successfully manage changing priorities
• Commitment to teamwork along with the ability to take initiative and work independently
• Takes full responsibility for assigned tasks
• Knowledge of legal procedures
• Drafting and proofreading skills

Compensation

Therange of expected compensation for this position is $65,000 - $80,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 1 day per week.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.