Legal Assistant - EHG

Osler, Hoskin & Harcourt LLP•Vancouver, BC

35d•CA$56,000 - CA$66,000•Hybrid

About The Position

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms, with over 1,300 firm members across offices in Toronto, Montréal, Ottawa, Vancouver, Calgary, and New York. The firm prides itself on attracting and maintaining bright talent and fostering a unique culture that nurtures mentoring and the exchange of ideas. They are currently recruiting for a Legal Assistant to join their Vancouver Office. The successful candidate will provide strong practice management support to several legal professionals in the Emerging High-Growth Companies group.

Requirements

A minimum of 1-year direct experience working as a legal assistant
Proficiency with computers including advanced Word, Excel and PowerPoint skills.
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.

Nice To Haves

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
Experience with iManage software would be an asset.

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.