Practice / Executive Assistant, Real Estate and Municipal

at  Osler

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.
Osler is currently recruiting for a Practice / Executive Assistant in our Real Estate Department. The Practice Assistant proactively and independently manages the practice for Partners, providing a high level of support in order to enhance practice efficiency, and provides specialized executive support to the Department Chair. This position requires an excellent multi-tasker with strong administrative and communication skills, and the ability to work in a fast-paced environment. The successful candidate will demonstrate initiative and have excellent client service and organizational skills. Litigation experience is required; Real Estate experience would be beneficial but not essential.

KNOWLEDGE AND SKILLS

• Maintains high level of discretion and confidentiality at all times
• Detail-oriented, with strong written and verbal communication
• Organizational skills required to effectively multi-task
• Ability to take initiative and work independently, takes full responsibility for assigned tasks
• Knowledge of legal procedures
• Solid drafting and proofreading skills
  The position requires the completion of a Community College Office or Business Administration program 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.
  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.

• Manages the LP’s complex Inbox and Calendar. Proactively monitors and responds to emails to keep current on developments within files. Maintains LP’s calendar, including making or changing appointments, organizing meetings and arranging facilities, preparing agenda, coordinating meeting attendees, and keeping LPs apprised of issues requiring attention.
• Point of contact with clients and various internal and external stakeholders to provide assistance and information as required. Develops and maintains strong relationships with clients.
• Administers client accounts by ensuring time charges are submitted, following up on delinquent time charges with other LPs and LAs, reviewing and editing prebills, preparing invoices for review by LPs, verifying fees and disbursements, and addressing client inquiries.
• Provides administrative assistance and coordinates the logistics of client meetings, makes travel and hospitality arrangements as required.
• Supports client development activities, such as managing LPs’ bios, entering/updating information into client relationship database.
• Manages new file setup, including gathering and researching information for client intake process, workspace management, creating and managing files in document management system.
• Coordinates document workflow including drafting, formatting, finalizing and distributing documents, correspondence and materials, including court and tribunal filings. Effectively utilizes document production services and other resources for lengthy document production activities.
• Receives, researches, prepares for and follows up on audit inquiries.
• Performs other duties as required to achieve Firm objectives.