Legal Assistant, Document Support (After-Hours)

The Law Office Management Association (TLOMA); Toronto; Hybrid; CAD 57,000 - 72,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Osler, Hoskin & Harcourt LLP in Canada is seeking a Legal Assistant to join the After-Hours Document Support Centre (Pod). The role is Monday-Wednesday 5:00 p.m.–12:30 a.m. and Saturday-Sunday 9:00 a.m.–5:00 p.m., with a hybrid arrangement allowing up to 2 remote days.

You will create, format, convert, and proof documents to firm standards while supporting lawyers and other staff. Ideal candidates have a Community College Certificate in a Legal Secretarial Assistant program, 1–2 years of

Qualifications

• Community College Certificate in a Legal Secretarial Assistant program or equivalent
• 1–2 years of experience in a Legal Assistant role
• Proficiency in the Microsoft Office Suite
• Strong client service, communication, and collaboration skills
• Ability to manage multiple deadlines in a fast-paced environment

Responsibilities

• Create, revise and format documents to Firm standards
• Convert PDF to Word or Excel; clean and format the conversion
• Run blacklines/comparisons of documents
• Troubleshoot and resolve document formatting
• Answer Document Support line; monitor inboxes for work and provide support
• Produce high-quality work while maintaining technical proficiency
• Conduct quality reviews and proofreading for accuracy and timeliness

Skills

Client service & communication

Organizational & time management

Attention to detail

Office technology proficiency

Education

Legal Secretarial Assistant certificate

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Adobe Acrobat

iManage

Litera

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 arena. 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 further your career or carve out a new path.

We currently have an opening for a Legal Assistant to work in our After-Hours Document Support Centre (“Pod”) Monday - Wednesday 5:00 p.m. to 12:30 a.m. and Saturday - Sunday 9:00 a.m. to 5:00 p.m. We are seeking an individual who demonstrates initiative and can consistently produce high-quality work in a fast-paced environment with competing priorities and tight deadlines.

The successful candidate will possess superior proofreading, organizational, and time management skills, with the ability to manage multiple assignments simultaneously and ensure accurate, timely completion of work.

This job posting is for an existing vacancy.

Major Responsibilities

• Create, revise and format documents to Firm standards
• Convert PDF to Word or Excel Documents; clean and format the conversion
• Run various blacklines/comparisons of documents
• Troubleshoot and resolve document formatting
• Answer Document Support line, monitor inboxes for work and provide primary document support to legal assistants and legal professionals within the Firm
• Produce high-quality work while maintaining and enhancing technical proficiency through ongoing learning and role-specific training
• Conduct thorough quality reviews and proofreading to ensure accuracy, consistency, and timely completion of assignments

Position Requirements

Education and Experience

The successful incumbent will have a Community College Certificate in a Legal Secretarial Assistant program or an equivalent credential, along with strong proficiency in the Microsoft Office Suite. A minimum of one to two years of experience in a Legal Assistant role is required. An equivalent combination of education, training, and experience is acceptable.

Knowledge and Skills

• Strong client service, communication, and collaboration skills
• Excellent organizational, time management, and prioritization skills, with the ability to manage multiple deadlines in a fast-paced environment
• Strong attention to detail and commitment to producing accurate, high-quality work
• Advanced technical proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat, iManage, Litera, and other role‑specific applications
• Ability to work independently, exercise sound judgment, and handle confidential information with discretion

Compensation

The range of expected compensation for this position is $57,000 - $72,000 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 2 days per week.

The working hours for this position are Monday - Wednesday 5:00 p.m. to 12:30 a.m. in-office, and Saturday - Sunday 9:00 a.m. to 5:00 p.m. remote.

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.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Candidates who are interested in the opportunity can submit their application using this link: Legal Assistant, Document Support - After Hours | Business Professionals Opportunities

Please note that we use artificial intelligence to screen, assess or select applicants for the position.

No agencies or phone calls/emails please.