Executive Legal Assistant (Corporate)

Date Posted
Nov 06, 2017
Closing Date
Nov 27, 2017

Osler is currently recruiting for a Executive Legal Assistant in our Corporate Practice. The Executive Legal Assistant will proactively provide legal professionals with a high level of support in an effort to improve practice efficiency, including coordinating client-related activities. This position requires an excellent multi-tasker with strong administrative and communication skills, and the ability to work in a fast-paced environment. The successful candidate will demonstrate initiative, and have excellent client service and organizational skills.

Major Responsibilities and Duties

  • Proactively monitors and responds to email messages to keep current on developments within files, maintaining legal professionals’ (LP) calendars, including making or changing appointments, organizing meetings and arranging facilities, preparing agenda, dealing with attendees or speakers, and keeping LPs apprised of issues requiring attention. Manages the LPs inbox filing system.

  • Point of contact with clients and various internal and external stakeholders to provide assistance and information as required. Develops and maintains strong relationships with clients.

  • Coordinates the logistics of external client functions and makes travel and hospitality arrangements as required. Provides administrative assistance to LPs and clients through scheduling and arranging meetings, and booking facilities and travel, with awareness of LP and client preferences.Ensures travel documents such as visa and passports are in order.

  • Independently performs client account management by ensuring time charges are submitted, following up on delinquent time charges with other LPs and Legal Secretarial Assistants (LSAs), reviewing and editing prebills, preparing invoices for review by LPs, verifying fees and disbursements, preparing write-offs and addressing client inquiries regarding billing.

  • Supports client development activities, such as managing bios, entering/updating information into CRM database, flagging opportunities for LPs.

  • Coordinates document workflow including drafting, finalizing and distributing documents and correspondence and materials; conducts quality control, by reviewing work delegated to others, such as documents, standard letters, invoices, time charges.Receives, researches, prepares for and follows up on audit inquiries.

  • Manages file, including gathering and researching information for NBI process, workspace management, creating and managing folders in iManage, communicating with other LPs and LSAs working on files, following up on WIP.

  • Effectively utilizes legal document specialists and other resources for lengthy document production activities.

  • Mentors LSAs, including providing guidance on building relationships with LPs and efficient practice management strategies.

  • Performs other duties as required to achieve firm objectives.

Position Requirements

Education and Experience

The position requires the completion of a Community College Office or Business Administration program plus a minimum of five years’ experience working in a professional services or legal environment. Experience as a general executive assistant or project management experience is an asset. An equivalent combination of education, training and experience may be considered.

Knowledge and Skills

  • Maintains high level of discretion and confidentiality at all times

  • Strong written and verbal communication

  • Organizational skills required to effectively multi-task

  • Ability to take initiative and work independently

  • Knowledge of legal procedures and practices

  • Solid drafting and proofreading skills

  • Detail-oriented and analytical thinking required to conduct effective research

How To Apply

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is an equal opportunity employer, and we welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

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 to:

Human Resources
Osler, Hoskin & Harcourt LLP
P.O. Box 50, 1 First Canadian Place
Toronto, Ontario M5X 1B8

Fax: 416-682-6666

e-mail: hrtoronto@osler.com