Legal Assistant, Float

Legal Assistant, Float at Osler, Hoskin & Harcourt LLP

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms, advising Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada. Our firm comprises over 1,000 members across 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, with a strong commitment to staff well-being.

We are currently recruiting a Legal Assistant, Float to join our Toronto office. The successful candidate will provide both administrative and practice management support to legal professionals in a variety of practice areas. This position requires very strong communication and technical skills, along with demonstrated initiative, high attention to detail, and the ability to work independently in a fast-paced environment. Additionally, strong client service skills, organizational skills, and practice management abilities are essential.

This job posting is for an existing vacancy.

Major Responsibilities

• Manages the LP's inbox by proactively monitoring and responding to emails to stay current on file developments.
• Maintains the LP's calendar, including organizing appointments and meetings, arranging facilities, AV/hospitality, preparing agendas, coordinating meeting attendees, and keeping LPs apprised of issues requiring attention. Books travel arrangements as needed.
• Serves as the point of contact with clients and various internal and external stakeholders, providing assistance and information as required, and developing effective client relationships.
• 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 databases, and assisting with the development of pitch materials.
• Manages new file setup, including gathering and researching information for the client intake process, workspace management, and creating and managing files in the 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 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 three to five years of experience in a Legal Assistant role. An equivalent combination of education, training, and experience is acceptable.

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

The range of expected compensation for this position is $57,000 - $80,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills, and experience.

Work Arrangement

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.

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

Key skills/competency

• Legal Administration
• Practice Management
• Client Service
• Microsoft Office Suite
• Document Management
• Calendar Management
• Drafting
• Proofreading
• Confidentiality
• Organizational Skills