Legal Assistant - Litigation (Contract Until March 2027)

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. They are currently recruiting for a Legal Assistant to join their Litigation department in Vancouver to provide administrative support to legal professionals during a maternity leave contract until March 2027.

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
• 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 editing, compiling, printing, indexing and binding a large volume of court documents, such as affidavits, applications records, books of authority, etc
• Maintains and organizes a detailed bring forward systems to ensure crucial litigation deadlines are met
• Coordinates with court registries to resolve inquiries from counsel as they arise
• 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

Skills

• A minimum of one year litigation experience is required
• An equivalent combination of education, training and experience may be considered
• 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
• Experience with iManage software would be an asset

Company Overview