Legal Assistant, Healthcare

About the Firm

Osler, Hoskin & Harcourt LLP stands as one of Canada's premier business law firms, serving prominent Canadian corporate leaders as well as international clients. With over 1,000 members spread across offices in Toronto, Montréal, Ottawa, Vancouver, Calgary, and New York, Osler fosters an environment rich in mentorship and idea exchange, cultivating exceptional legal talent and a vibrant workplace culture.

Role Overview

The firm is seeking a Legal Assistant to join its Healthcare Department. The successful candidate will independently oversee a dynamic, multi-Legal Professional practice, providing high-caliber assistance aimed at maximizing efficiency. Key attributes include excellent multitasking, exceptional administrative and communication skills, initiative, and strong client service orientation. Prior exposure to Healthcare law is advantageous.

Key Responsibilities

• Efficiently manage Legal Professionals' email inboxes by proactively monitoring and responding to communications to stay abreast of case developments.
• Organize and maintain Legal Professionals' calendars by coordinating meetings, arranging facilities and AV support, preparing agendas, and managing attendee coordination; also arrange travel when necessary.
• Serve as the primary contact for clients and internal/external stakeholders, providing assistance and information as required.
• Oversee client account administration including timely submission of time charges, follow-up on outstanding charges, prebills review and editing, invoice preparation, fee and disbursement verification, and handling client inquiries.
• Support client development activities such as maintaining Legal Professionals' biographies and updating client relationship management databases.
• Manage new client file creation by gathering and researching necessary information, overseeing workspace setup, and maintaining document management systems.
• Coordinate document workflow encompassing drafting, formatting, finalizing, and distributing documents and correspondence; adeptly use document production tools for complex document preparation.
• Handle audit inquiries through thorough research, preparation, and follow-up.
• Perform additional duties as required to support the firm's objectives.

Qualifications and Requirements

• Completion of a Community College diploma in Office, Legal, or Business Administration is mandatory.
• At least three years of experience working within a professional services or legal context; experience in Healthcare law is preferred.
• Exceptional discretion and confidentiality at all times.
• Strong attention to detail coupled with excellent written and verbal communication skills.
• Proficiency in MS Office Suite.
• Organizational aptitude and time management skills enabling effective multitasking.
• Highly responsive, proactive, and capable of managing shifting priorities.
• Teamwork commitment while able to work independently with initiative.
• Accountability for assigned tasks.
• Understanding of legal procedures and adeptness in drafting and proofreading documents.

Compensation and Work Arrangement

The anticipated salary range is $57,000 to $72,000 annually, determined by candidate expertise, education, skills, and experience. The position operates on a hybrid basis, primarily onsite with flexibility to work remotely up to two days per week.

Accessibility and Hiring Process

Osler values diversity and inclusivity and encourages applications from individuals with disabilities and diverse backgrounds. Accommodations are available throughout the recruitment process upon request. Employment offers are contingent on successful background and reference checks including criminal record, credit, employment, and educational verifications.

Additional Information

The firm utilizes AI-based screening tools in the recruitment process. Only shortlisted candidates will be contacted. Applicants with a demonstrated history of exceptional client service are encouraged to apply.