Legal Assistant, Litigation

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 prides itself on attracting and maintaining some of the brightest talent in the legal field. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path. We care about our staff and the working environment here proves it.

We are currently recruiting for a Legal Assistant in our Litigation Department. The LA will proactively manage the practices of multiple Legal Professionals and provide the LPs with a high level of support to enhance practice efficiency. This position requires Litigation experience with a focus on Class Actions and Corporate/Commercial Disputes, along with superior multi‑tasking, administrative and communication skills.

The successful candidate will demonstrate initiative, have the ability to work in a fast‑paced environment, and provide excellent client service.

Major Responsibilities and Duties

• Manage LP’s inbox and calendar, proactively monitor emails to stay current on developments within files; prepare documentation and keep LPs apprised of issues requiring attention.
• Serve as point of contact with clients and various internal and external stakeholders.
• Administer client accounts by entering time charges, ensuring time charges are submitted, following up on delinquent time charges with other LPs and LAs, reviewing and editing pre‑bills, preparing invoices for review by LPs, verifying fees and disbursements, and addressing client inquiries.
• Liaise with Finance & Accounting and Billing teams on post‑invoice issues such as write‑off approval and follow‑up on outstanding A/R.
• Provide administrative assistance and coordinate logistics of client meetings, make travel and hospitality arrangements as required.
• Support client development activities, such as managing LPs’ bios and updating information in the client relationship database.
• Manage new file setup, including entering conflicts information, coordinating results, gathering and researching information for client intake, workspace management; create and manage files in the document management system and draft retainer letters using firm templates.
• Enter deadlines into the firm’s litigation tickler system, monitor upcoming deadlines and prompt LPs with advance notice for action.
• Facilitate document workflow, including drafting, formatting, finalizing and distributing documents, correspondence and materials, and provide document production services involving lengthy and complicated Microsoft Word and Adobe Acrobat DC documentation.
• File emails and documents in appropriate matter space and folders.
• Maintain ongoing list of matters and client contact information for use in holiday cards, gifts, notification of publications, etc.
• Receive, research, prepare for and follow up on audit inquiries.
• Respond to audit inquiries and conflict checks, including search/review of prior matters and counsel in the firm’s document management system.
• Perform other duties as required to achieve firm objectives.

Position Requirement

Education and Experience

The position requires the completion of a Community College diploma in Office, Legal or Business Administration 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

• Extensive experience supporting a Partner’s practice and maintaining a high level of discretion and confidentiality at all times.
• Excellent attention to detail, with strong written and oral communication skills.
• Strong technical skills (MS Office Suite).
• Organizational and time management skills required to effectively multi‑task.
• Highly responsive and able to successfully manage changing priorities.
• Commitment to teamwork along with the ability to take initiative and work independently.
• Takes full responsibility for assigned tasks.
• Knowledge of legal procedures and court processes.
• Drafting and proofreading skills.

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to two days per week.

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.