Legal Assistant, Trademark at Osler, Hoskin & Harcourt LLP

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 Trademark Department. The LA will proactively and independently manage the practice and provide LPs with a high level of support to enhance practice efficiency. Along with superior multi-tasking, administrative and communication skills, the successful candidate will demonstrate initiative, ability to work in a fast-paced environment, and provide excellent client service. Previous experience working in a Trademarks practice is strongly preferred.

Major Responsibilities And Duties

• Manages LP inboxes by proactively monitoring/responding to emails to remain current on all file activities
• Maintains LP calendars, including organizing appointments and meetings, arranging facilities, AV/hospitality, preparing agendas, coordinating meeting attendees, and keeping LPs apprised of issues requiring attention. Booking travel arrangements as needed
• Manages new file setup, including gathering information for client intake processes, workspace management, creating and managing files in document management system
• Provides support to LPs by assisting with administrative tasks including deadline tracking and reminders
• Corresponds with clients, triages incoming correspondence for LP, actions and follows up to ensure client service standards are met
• 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. In addition, revises and finalizes final submissions as approved by LPs and prepares submission drafts for LP review and reporting to clients
• Acts as a point of contact with clients and various internal and external stakeholders, assist and provide information, as required. Develops and maintains effective relationships with clients
• 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 the client relationship database, assisting with development of pitch materials
• Performs other duties as required to achieve Firm objectives
  
  

Position Requirements

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 Legal Assistant role in the Intellectual Property/Trademark industry. An equivalent combination of education, training and experience is acceptable.

Knowledge And Skills

• Extensive experience supporting a Partner’s practice, always maintaining a high level of discretion and confidentiality
• 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, specifically those related to Intellectual Property and Trademarks
• 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.