Legal Assistant, Litigation

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, and provide the LPs with a high level of support in order to enhance practice efficiency. This position requires Litigation experience with a focus on Class Actions and Corporate/Commercial Disputes, 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

• 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 entering time charges, 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
• Liaising with Finance & Accounting and Billing teams on post-invoice issues such as write-off approval, follow up on outstanding A/R, etc.
• 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 entering conflicts information and coordinating results, gathering and researching information for client intake process, workspace management, creating and managing files in document management system. Drafting retainer letters using the Firm’s current templates
• Entering deadlines into Firm’s litigation tickler system, monitoring upcoming deadlines and prompting LPs with advance notice for actioning
• Facilitates document workflow including drafting, formatting, finalizing and distributing documents, correspondence and materials. Effectively provides document production services involving lengthy and complicated Microsoft Word and Adobe Acrobat DC documentation
• Files emails and documents in appropriate matter space and folders
• Keeps ongoing list of matters and client contact information (for use in holiday cards, gifts, notification of publications etc.)
• Receives, researches, prepares for and follows up on audit inquiries
• Responds to audit inquiries and conflict checks including search/review of prior matters and counsel in Firm’s document management system
• 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. 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 oral communication skills
• 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 and court processes
• 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.

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