Legal Assistant, Privacy

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 permanent Legal Assistant to join our Toronto office with an initial 20-month placement in our Privacy practice group. The successful candidate will provide both administrative and practice management support to legal professionals in the Privacy practice group during the initial placement and in a variety of other practice groups areas within Osler thereafter.

The position requires very strong communication and technical skills. The successful candidate must demonstrate initiative, high attention to detail, and ability to work independently in a fast-paced environment. In addition, strong client service skills, organizational skills and practice management abilities are required.

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 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 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 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
  
  

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.

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies. Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.

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.