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
We are a non-profit organization with more than 625 individual and 35 honorary members representing more than 185 member firms. It was founded in 1972, and is headquartered in North Vancouver, BC, CA, with a workforce of 0-1 employees. Its website is http://bclma.org/.
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