Legal Assistant, Construction & Infrastructure

Job summary

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 care…

Job details

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 (LA) in our Construction & Infrastructure Department. The LA will proactively and independently manage the practices of multiple Legal Professionals and provide the LPs with a high level of support in order to enhance practice efficiency. 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. This position requires a strong background in litigation, combined with knowledge of the Construction & Infrastructure practice area. This job posting is for an existing vacancy. Major Responsibilities and Duties * Helps manage the LP Inbox and Calendar. Proactively monitors emails to keep current on developments within files. Maintain LP calendar, including making or changing appointments, organizing meetings and arranging facilities, preparing documentation and keeping LP apprised of issues requiring attention * Point of contact with clients and various internal and external stakeholders to provide assistance and information as required * Administers client accounts and ensures LP time charges are processed accurately and on a timely basis * Provides administrative assistance and coordinates the logistics of client meetings, makes travel and hospitality arrangements as required * Supports client development activities, such as managing LP bios, entering/updating information into client relationship database * Manages new file setup, including researching information for client intake process, workspace management, creating and managing files in document management system * Monitors upcoming deadlines and prompts LPs with advance notice for actioning * Facilitates document workflow including drafting, formatting, finalizing and distributing documents, correspondence and materials. Effectively provides document production services involving lengthy and complicated Microsoft Word and Adobe Acrobat DC documentation * Files emails and documents in appropriate matter space and folders * Receives, researches, prepares for and follows up on audit inquiries * Performs 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. Experience supporting a Litigation practice area, combined with knowledge of the Construction & Infrastructure practice area, is required. 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 verbal communication * 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 * Drafting and proofreading skills Compensation The range of expected compensation for this position is $65,000 - $80,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience. 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 2 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. 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. Please note that we use artificial intelligence to screen, assess or select applicants for the position. #LI-Hybrid #LI-AL1

What you’ll do

The Legal Assistant will proactively manage the practices of multiple legal professionals by handling calendars, inboxes, and client communications. Key duties include facilitating document workflow, managing file setups, and coordinating logistics for client meetings and travel.

Requirements

Requires a Community College diploma in Office, Legal, or Business Administration and at least five years of experience in a professional legal environment. Candidates must have a strong background in litigation and specific knowledge of the Construction & Infrastructure practice area.

Listed skills

• Adobe · Preferred
• Attention to detail · Preferred
• staff · Preferred
• Client · Preferred
• management · Preferred
• Documentation · Preferred
• Communication · Preferred
• Logistics · Preferred
• Time · Preferred
• Microsoft Word · Preferred
• Administrative · Preferred
• Audit · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Litigation Support
• Construction & Infrastructure Law
• Calendar Management
• Client Service
• Document Production
• Microsoft Word
• Adobe Acrobat DC
• Time Charging
• Drafting
• Proofreading
• Multi-tasking
• Administrative Support