Legal Assistant, Litigation

Osler, Hoskin & Harcourt LLP•Calgary, AB

7d•Hybrid

About The Position

Osler, Hoskin & Harcourt LLP is seeking a Legal Assistant for their Litigation Department. The successful candidate will proactively manage the practices of multiple Legal Professionals (LPs) and provide a high level of support to enhance practice efficiency. This role requires experience in Litigation, specifically with Class Actions and Corporate/Commercial Disputes, along with strong multi-tasking, administrative, and communication skills. The candidate should demonstrate initiative, the ability to work in a fast-paced environment, and provide excellent client service.

Requirements

Completion of a Community College diploma in Office, Legal or Business Administration.
Minimum of five years’ experience working in a professional services or legal environment.
Extensive experience supporting a Partner's practice.
High level of discretion and confidentiality.
Excellent attention to detail.
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.
Litigation experience with a focus on Class Actions and Corporate/Commercial Disputes.

Responsibilities

Manage the LP’s Inbox and Calendar, monitoring emails and keeping current on file developments.
Maintain LP’s calendar, including scheduling appointments, organizing meetings, arranging facilities, preparing documentation, and alerting LPs to issues.
Serve as a point of contact for clients and stakeholders, providing assistance and information.
Administer client accounts, including entering and submitting time charges, following up on delinquent charges, reviewing prebills, preparing invoices, verifying fees and disbursements, and addressing client inquiries.
Liaise with Finance & Accounting and Billing teams on post-invoice matters such as write-offs and outstanding accounts receivable.
Provide administrative assistance and coordinate logistics for client meetings, including travel and hospitality arrangements.
Support client development activities by managing LPs’ bios and updating the client relationship database.
Manage new file setup, including entering and coordinating conflict information, gathering intake information, managing workspaces, and creating/managing files in the document management system.
Draft retainer letters using Firm templates.
Enter deadlines into the Firm’s litigation tickler system, monitor upcoming deadlines, and provide LPs with advance notice.
Facilitate document workflow, including drafting, formatting, finalizing, and distributing documents and correspondence.
Provide document production services for lengthy and complicated Microsoft Word and Adobe Acrobat DC documents.
File emails and documents in the appropriate matter space and folders.
Maintain an ongoing list of matters and client contact information for various purposes.
Receive, research, prepare for, and follow up on audit inquiries.
Respond to audit inquiries and conflict checks, including searching and reviewing prior matters and counsel in the Firm’s document management system.
Perform other duties as required to achieve Firm objectives.