Legal Assistant - EHG

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Osler, Hoskin & Harcourt LLP is hiring a Legal Assistant in Vancouver to support the Emerging High-Growth Companies group. This full-time onsite role covers calendar management, e-filing in iManage, time entry and billing coordination, DocuSign packages, NBI and KYC research, pre-bills, travel and event logistics, and document workflow. A minimum of 1 year of legal assistant experience is required, with M&A or financings exposure a strong asset. Key strengths include superb organization, calm multi-tasking, client service, discretion and professional communication, plus advanced Word, Excel and PowerPoint. Compensation is $56,000-$66,000; hybrid work with office predominance. Apply with a tailored résumé and concise cover letter by the closing date, demonstrating alignment with Osler's culture and the EHG practice.

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 1,300 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 arena. 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 are currently recruiting for a Legal Assistant to join our Vancouver Office. The successful candidate will provide strong practice management support to several legal professionals in the Emerging High-Growth Companies group. 

Duties and Responsibilities:

• Proactively provide legal professionals (LP) with administrative support to optimize practice efficiency: monitor inbox, maintain e-filing system and highlight actionable items; manage LPs calendar, diarize important dates and maintain the bring forward system.
• Maintain LPs workspace, which includes creating and managing folders within a data management system (iManage), liaising with LPs and other Legal Assistants working on files.
• Ensures LPs time charges are entered and released in a timely fashion and follow up on delinquent time charges.
• Preparing and sending DocuSign packages to internal and external clients. 
• Arranging for the closing books procedure for various transactions. 
• Complete file opening, which includes obtaining and researching information in connection with the New Business Intake processes (NBI) and Know Your Client (KYC) requirements.
• Perform client account management: review, edit and prepare pre-bills for review by LPs, verify fees and disbursements, prepare write-offs and address client inquiries regarding billing in collaboration with Billing Coordinator; communicate with client on behalf of LPs with regards to outstanding payments in collaboration with Collections Coordinator.
• Coordinate all document workflow, including receiving and following up on audit inquiries, handling closing books, assisting with document formatting (blacklines) and review.
• Perform work in Word, Excel and PowerPoint for internal and external presentations by synthesizing information, facts and findings and leveraging various tools and shortcuts.
• Support client/business development activities, which includes the management of LP bios, entering and updating information using the client intelligence tool (OnePlace).
• Manage the LPs travel and accommodation which includes liaising with the travel agency, hotels, etc.
• Coordinate the logistics of internal and external client functions, external board/association meetings, etc.
• Assist with LPs annual CPD hours and tracking.
• Develop and maintain strong relationships with internal and external clients, understand client businesses, practices and expectations.
• May act as first point of contact with clients and various internal and external stakeholders; respond and resolve problems as required.
• Maintain high level of professionalism, discretion and confidentiality at all times.
• Identify ways to improve processes and implement efficiencies.
• Performs other duties as assigned.

Education and Experience:

• A minimum of 1 year direct experience working as a legal assistant
• Exposure to M&A transactions, financings and other corporate work is a strong asset
• An equivalent combination of education, training and experience may be considered

Knowledge and Skills:

• Proficiency with computers including advanced Word, Excel and PowerPoint skills. Experience with iManage software would be an asset.
• Superior organizational and multitasking skills with ability to effectively prioritize and manage time
• Excellent communication skills (both oral and written), focused listening, interpersonal and negotiation skills
• Sound judgement and analytical skills
• Attention to detail
• Ability to handle pressure and remain calm when dealing with deadlines and large volumes of work
• Independent worker and team player
• Positive attitude, patience, resilience.

Reports:

• Direct: Supervisor, Human Resources

Compensation: 

The range of expected compensation for this position is $56,000 - $66,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, skills and experience.

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.

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies.  Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities. 

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 depending on business needs.

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 apply in confidence with a cover letter and résumé by the closing date.