Legal Assistant, Float

Osler, Hoskin & Harcourt LLP; Calgary; On-site; CAD 45,000 - 65,000; Full time

Job summary

Osler, Hoskin & Harcourt LLP in Calgary seeks a Legal Assistant, Float to provide administrative and practice management support across practice areas. Strong communication, technical skills, initiative, and attention to detail are essential as you work in a fast-paced environment.

The successful candidate will manage client matters, calendars, billing prep, and travel arrangements while supporting business development efforts and client intake processes.

Qualifications

• Strong communication and high attention to detail are essential.
• Initiative and ability to work independently in a fast-paced environment are required.
• Excellent client service, organizational and practice management abilities are needed.

Responsibilities

• Manages LP’s Inbox and Calendar; coordinates meetings and travel.
• Points of contact with clients and internal/external stakeholders to provide information.
• Administers client accounts: time charges, prebills, invoices, disbursements.
• Coordinates document workflow: drafting, formatting, finalizing, distributing documents and materials.
• Supports client development, updates client bios and CRM data.
• Manages new file setup and client intake/process information gathering.
• Receives and follows up on audit inquiries.

Skills

Strong communication

Attention to detail

Initiative

Client service

Education

Community College Certificate in Legal Secretarial Assistant program

Tools

MS Office

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 a Legal Assistant, Float to join our Calgary office. The successful candidate will provide both administrative and practice management support to legal professionals in a variety of practice areas. The position requires very strong communication and technical skills. The successful candidate must demonstrate initiative, high attention to detail, and ability to work independently in a fast-paced environment. In addition, strong client service skills, organizational skills and practice management abilities are required.

Major Responsibilities and Duties

• Helps manage the LP’s Inbox and Calendar. Proactively monitors emails to keep current on developments within files. Helps maintain LP’s calendar, including making or changing appointments, organizing meetings and arranging facilities, preparing documentation and keeping LPs apprised of issues requiring attention.
• Point of contact with clients and various internal and external stakeholders to provide assistance and information as required.
• Administers 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.
• Provides administrative assistance and coordinates the logistics of client meetings, makes travel and hospitality arrangements as required.
• Supports client development activities, such as managing LPs’ bios, entering/updating information into client relationship database.
• Manages new file setup, including gathering and researching information for client intake process, workspace management, creating and managing files in document management system.
• Coordinates document workflow including drafting, formatting, finalizing and distributing documents, correspondence and materials. Effectively utilizes document production services and other resources for lengthy document production activities.
• Receives, researches, prepares for and follows up on audit inquiry.

Position Requirements

Education and Experience

The successful incumbent will have a Community College Certificate in a Legal Secretarial Assistant program or equivalent, strong technical skills (MS Office suite), be a team player, have a positive attitude and professional image, and possess a minimum of two to four years of experience in a Legal Assistant role. An equivalent combination of education, training and experience is acceptable.

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.