Legal Assistant, Privacy

Litigation Law; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading law firm in Canada is seeking a Legal Assistant in the Privacy Department. The role involves providing high-level support to legal professionals, managing client communications, and ensuring practice efficiency. Ideal candidates will have a Community College diploma and significant experience in a legal setting. Work is primarily in the office with some remote flexibility, emphasizing attention to detail and client service skills.

Qualifications

• Minimum of five years' experience in a professional services or legal environment.
• Strong technical skills with a commitment to teamwork.
• Ability to manage changing priorities effectively.

Responsibilities

• Manages the LP’s inbox and calendar, organizing appointments and meetings.
• Coordinates document workflow including drafting and finalizing documents.
• Acts as the point of contact with clients and stakeholders.

Skills

Discretion

Attention to detail

Written communication

Verbal communication

Proactivity

Time management

Organizational skills

Education

Community College diploma in Office, Legal or Business Administration

Tools

MS Office Suite

Job description

Job Details

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 (LA) in our Privacy Department. The LA will proactively and independently manage a fast-paced practice for multiple Legal Professionals, and provide the LPs with a high level of support in order to enhance practice efficiency. 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. Experience working with senior billing partners is required.

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
• 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
• 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 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 five years’ experience working in a professional services or legal environment, preferably with senior level partners. An equivalent combination of education, training and experience may be considered.

Knowledge And Skills

• Maintains 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, proactive, 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
  
  

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.

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.