Executive Legal Assistant/Practice Assistant

Date Posted
Oct 26, 2021
Closing Date
Dec 31, 2021

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 is currently recruiting for an Executive Legal Assistant/Practice Assistant in our Insolvency & Restructuring Department. The successful incumbent will proactively and independently manage the practices of three Legal Professionals, provide the LPs with a high level of support in order to enhance practice efficiency, and provide specialized administration support to the Department Chair. 

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

  • Manages the LP’s Inbox and Calendar. Proactively monitors and responds to emails to keep current on developments within files.   Maintains LP’s calendar, including making or changing appointments, organizing meetings and arranging facilities, preparing agenda, coordinating meeting attendees, 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.  Develops and maintains strong relationships with clients
  • Independently performs client account management by ensuring time charges are submitted, following up on delinquent time charges with other LPs and Legal Assistants, reviewing and editing prebills, preparing invoices for review by LPs, verifying fees and disbursements, preparing write-offs and addressing client inquiries regarding billing and trust funds matters 
  • 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
  • Supports client development activities, such as managing bios, entering/updating information into CRM database, flagging opportunities for LPs
  • Manages files, including gathering and researching information for client intake process (NBI), workspace management, creating and managing files in document management system, communicating with other LPs and Assistants working on files, following up on WIP
  • Coordinates document workflow including drafting, finalizing and distributing documents and correspondence and materials; conducts quality control, by reviewing work delegated to others.  Receives, researches, prepares for and follows up on audit inquiries. Effectively utilizes document production services and other resources for lengthy document production activities
  • 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. An equivalent combination of education, training and experience may be considered.

Knowledge and Skills

  • Maintains high level of discretion and confidentiality at all times
  • Detail-oriented, with strong written and verbal communication
  • Organizational skills required to effectively multi-task
  • Ability to take initiative and work independently, takes full responsibility for assigned tasks
  • Knowledge of legal procedures and Insolvency practice
How To Apply

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.

Apply Now!

Closing Date: December 31, 2021.

No agencies or phone calls please.