Legal Assistant, Litigation

Osler, Hoskin & Harcourt LLP; Toronto; Hybrid; CAD 57,000 - 72,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Osler, Hoskin & Harcourt LLP, a leading Canadian business law firm, is recruiting for a Legal Assistant in the Litigation Department. The LA will manage multiple LP practices, schedule, coordinate travel, and provide high level support to maintain practice efficiency.

The position requires litigation experience and strong communication, organization and multitasking skills. We offer a hybrid work arrangement and compensation in the range of CAD 57,000–72,000 annually.

Qualifications

• Completion of a community college diploma in Office, Legal or Business Administration.
• Experience supporting legal professionals with discretion and confidentiality.
• Strong multi-tasking, organization and communication skills.

Responsibilities

• Manage LP inbox and calendar, coordinate meetings and travel as needed.
• Serve as point of contact with clients and stakeholders for information.
• Support firm management and not-for-profit boards as needed.
• Administer client accounts, prebills, invoices and inquiries.
• Assist with conference materials, pitches and business development.
• Assist with client bios and CRM data maintenance.
• Coordinate new file setup and intake processes.
• Draft, format, finalize and distribute documents and correspondence.

Skills

Discretion & confidentiality

Attention to detail

MS Office

Organizational skills

Time management

Teamwork

Initiative

Drafting & proofreading

Knowledge of legal procedures

Education

Community College diploma in Office/Legal/Business Admin

Tools

Document management system

Client relationship database

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 Litigation 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 Litigation experience, 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

• Manages the LP's inbox by proactively monitoring and responding to emails to keep current on developments within files
• Maintains 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. Booking 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
• Provides necessary support for LP’s roles in Firm management and on boards of not-for-profit enterprises
• 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 support for conference and other business development activities including speaking notes and presentation materials
• Supports client development activities, such as managing LPs’ bios, entering/updating information into client relationship database, assisting with development of pitch materials
• 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 other materials. Effectively utilizes document production services and other resources for document production activities
• Receives, researches, prepares for and follows up on audit inquiries
• Performs 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 three years’ experience working in a professional services or legal environment. An equivalent combination of education, training and experience may be considered.

Knowledge and Skills

• Extensive experience supporting a Partner’s practice 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 $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 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.

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