Legal Assistant - Emerging High-Growth Companies

About Osler, Hoskin & Harcourt LLP

Osler is recognized as one of Canada's foremost business law firms, advising a diverse range of Canadian corporate leaders along with international clients with Canadian interests. The firm is composed of over 1,300 members located across offices in Toronto, Montréal, Ottawa, Vancouver, Calgary, and New York. With a nurturing culture that fosters mentoring and idea exchange, Osler offers a dynamic career environment.

Role Overview

We are seeking a dedicated Legal Assistant to join our Emerging High-Growth Companies group within the Vancouver office. This role involves providing comprehensive administrative support to legal professionals to enhance practice effectiveness.

Key Responsibilities

• Actively support legal professionals by overseeing their inbox management, maintaining electronic filing systems, and flagging actionable tasks.
• Manage calendars and critical deadlines, ensuring an efficient bring forward system is maintained.
• Organize lawyers' workspaces through folder creation and data management using iManage and coordinate with colleagues on file handling.
• Ensure timely entry and submission of lawyers' time charges, following up on outstanding entries.
• Prepare and dispatch DocuSign packages to clients internally and externally.
• Arrange closing book processes related to various transactions.
• Initiate new file openings by gathering and researching required information complying with New Business Intake and Know Your Client protocols.
• Manage client accounts by reviewing and preparing pre-bills, verifying fees, managing write-offs, and addressing billing queries alongside coordinators.
• Oversee document workflows including audits, closing books, document formatting, and review processes.
• Utilize Microsoft Word, Excel, and PowerPoint to prepare presentations synthesizing information effectively.
• Assist in client and business development activities such as managing bios and updating client information using the client intelligence tool, OnePlace.
• Coordinate travel and accommodation arrangements for legal professionals liaising with travel agencies and vendors.
• Organize logistics for company events, client functions, board, and association meetings.
• Track continuing professional development (CPD) hours annually for legal professionals.
• Build and maintain professional relationships with clients and stakeholders, acting as a primary contact when required.
• Maintain confidentiality, professionalism, and discretion at all times.
• Identify and recommend process improvements to increase operational efficiency.
• Perform additional tasks as assigned.

Qualifications

• At least one year of direct experience as a legal assistant.
• Experience or exposure to mergers and acquisitions, financings, and corporate law matters is highly desirable.
• Equivalent education, training, and experience combinations may be considered.

Knowledge and Skills

• Advanced proficiency in Microsoft Word, Excel, and PowerPoint; experience with iManage is advantageous.
• Strong organizational and multitasking capabilities with effective time management.
• Excellent oral and written communication, active listening, interpersonal, and negotiation skills.
• Sound analytical and sound judgment abilities.
• High attention to detail and accuracy.
• Ability to work calmly under pressure and manage heavy workloads.
• Capable of independent work as well as contributing within a team setting.
• Displays a positive demeanor, patience, and resilience.

Compensation

The anticipated salary range for this position is from $56,000 to $66,000 annually, determined by knowledge, skills, and experience.

Work Arrangement and Policies

The role is structured as a hybrid work model requiring primarily in-office presence with up to two remote workdays per week, flexible based on business needs. Osler adheres strictly to public health guidelines, including vaccination policies as mandated. Employment conditions include background, reference, criminal record, credit, employment, and education verifications.

Inclusion and Accessibility

Osler is committed to diversity and inclusion, encouraging candidates from diverse backgrounds and those with disabilities to apply. Accommodations are provided throughout the recruitment process upon request.