Legal Assistant, Privacy

Osler, Hoskin & Harcourt LLP; Toronto; Hybrid; CAD 50,000 - 75,000; Full time

Job summary

Osler, Hoskin & Harcourt LLP, a top Canadian law firm, is seeking a Legal Assistant for its Privacy Department. The successful candidate will manage a busy practice, support legal professionals, and require strong multitasking and communication skills. This is an opportunity to thrive in a dynamic and collaborative environment while contributing to meaningful legal work.

Qualifications

• Minimum of five years’ experience working in a professional services or legal environment.
• Excellent written and verbal communication skills required.
• Strong technical skills in MS Office Suite.

Responsibilities

• Manage the legal professionals' inbox and calendar, ensuring efficient practice.
• Serve as point of contact with clients and stakeholders, providing information.
• Administer client accounts and support client development efforts.

Skills

Discretion and confidentiality

Attention to detail

Technical skills (MS Office Suite)

Organizational skills

Time management skills

Communication skills

Knowledge of legal procedures

Drafting and proofreading

Education

Community College diploma in Office, Legal or Business Administration

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 (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.

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.