Legal Assistant, Float

About the Firm and Role

Osler, Hoskin & Harcourt LLP ranks among Canada's premier business law firms. With over 1,000 members located across offices in Toronto, Montréal, Ottawa, Vancouver, Calgary, and New York, Osler serves leading Canadian corporations and international clients. The firm champions a distinctive culture fostering mentorship and idea exchange, creating an enriching environment for career growth.

Role Overview

The Legal Assistant, Float role, based in Toronto, entails providing comprehensive administrative and practice management support across multiple practice areas. The role demands excellent communication, technical proficiency, initiative, meticulous attention to detail, and the capacity to operate independently in a dynamic setting. Strong organizational, client service, and practice coordination skills are essential.

Primary Responsibilities

• Monitor and manage partner inboxes, proactively addressing emails related to ongoing cases.
• Manage partner calendars, including scheduling appointments, meetings, organizing logistics such as facilities and AV, preparing agendas, coordinating attendees, and keeping partners informed of critical issues. Arrange travel as needed.
• Serve as a liaison among clients and internal/external stakeholders, offering assistance and information to foster strong relationships.
• Support partners in their firm management duties and roles on not-for-profit boards.
• Oversee client accounts by ensuring timely submission of time charges, following up on overdue charges, reviewing and editing prebills, preparing invoices for partner review, verifying fees and expenses, and addressing client inquiries.
• Assist with conference logistics and business development activities, including preparing speaking notes and presentation materials.
• Support client development initiatives such as maintaining partner bios, updating client relationship databases, and contributing to pitch material preparation.
• Conduct new file setups by collecting and researching client intake information, managing workspaces, and organizing documents within the management system.
• Coordinate document workflows: drafting, formatting, finalizing, and distributing correspondence and other materials, leveraging document production services effectively.
• Respond to audit inquiries through research, preparation, and follow-up.
• Perform additional duties aligned with the firm's objectives.

Required Qualifications and Skills

• Completion of a Community College Certificate or equivalent in Legal Secretarial Assistance.
• Three to five years of experience as a Legal Assistant or equivalent combination of education, training, and experience.
• Extensive experience supporting a Partner's practice while maintaining strict confidentiality.
• Exceptional attention to detail and strong written and verbal communication skills.
• Proficient with Microsoft Office Suite and capable of managing multiple tasks efficiently.
• Highly organized with excellent time management and adaptability to shifting priorities.
• Team-oriented mindset combined with initiative and ability to work autonomously.
• Full accountability for assigned responsibilities.
• Working knowledge of legal procedures, along with drafting and proofreading capabilities.

Compensation and Work Arrangement

The position offers an annual salary range between 57000 and 80000 CAD, contingent upon factors including expertise, education, skills, and experience. The working arrangement is hybrid, with the expectation to primarily work onsite at the Toronto office and the option to work remotely up to two days each week.

Additional Information

Only selected candidates will be contacted. The firm is dedicated to diversity and inclusion and is supportive of applicants with disabilities or from varied backgrounds. Accommodations can be provided upon request throughout the recruitment process.

Employment offers are subject to background checks, including criminal record, credit, employment, and educational verifications.

The firm employs artificial intelligence tools in screening and selecting applicants.