Practice Assistant, Privacy

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.

We are recruiting for a Practice Assistant to provide exceptional, proactive and strategic support to a Senior Partner within the Privacy Group, employing a highly effective triage-based approach to manage client, practice and Firm priorities in a fast-paced, high-volume environment.

As the senior legal administrative support for the Partner's practice, this role requires exceptional judgment, discretion, professionalism and initiative to anticipate needs, manage competing priorities, solve complex administrative challenges and ensure the seamless execution of day-to-day activities. The successful candidate will play a critical role in enhancing practice effectiveness, strengthening client relationships, driving operational excellence and enabling the Partner to focus on client service, thought leadership, business development and practice growth.

This job posting is for an existing vacancy.

Major Responsibilities

• Deliver senior-level practice management and executive support to the Senior Partner, proactively identifying opportunities to improve efficiency, streamline processes and elevate the client experience while ensuring the effective coordination of all practice-related activities
• Anticipate needs, identify issues before they arise, and independently develop and implement solutions while exercising sound judgment regarding matters requiring escalation
• Maintain a thorough understanding of the Partner's practice, clients, priorities and business objectives in order to effectively manage competing demands and support informed decision-making
• Monitor and manage the Partner's inbox and calendar with a high degree of autonomy and discretion, prioritizing communications, managing workflow, responding on the Partner's behalf where appropriate, and ensuring adherence to Firm records-management standards
• Manage a complex and rapidly changing schedule, coordinating internal and external meetings, client engagements, speaking commitments, travel arrangements and business development activities while ensuring alignment with client and practice priorities
• Act as the primary administrative point of contact for clients and key internal and external stakeholders, fostering strong relationships through responsive, professional and service-oriented support
• Coordinate and oversee all aspects of matter administration, including file openings, conflict and intake processes, document management, research support, audit requests and compliance with Firm policies, procedures and security protocols
• Manage document workflows from inception through finalization, including drafting, proofreading, editing, formatting and distribution of correspondence, presentations, reports and legal documents. Ensure all work product reflects the highest standards of accuracy, quality and professionalism
• Support effective practice and financial management activities, including time-entry review, docket management, billing coordination, expense management, pre-bill review, collections support and adherence to client-specific billing requirements
• Partner with Practice Management & Innovation and other Firm functions to support matter budgeting, reporting, process improvements and client service initiatives
• Provide proactive support for client relationship management and business development activities, including maintaining biographies, preparing client materials, coordinating conferences and speaking engagements, supporting publications and managing client-facing events
• Assist with the planning, coordination and execution of leadership, practice group and Firm initiatives, including preparing meeting materials, agendas, presentations and communications
• Monitor Continuing Professional Development requirements and assist in tracking and coordinating accreditation-related activities
• Build strong collaborative partnerships across the Firm by understanding stakeholder needs, facilitating communication and delivering exceptional service
• Serve as a mentor and role model within the Legal Assistant team by sharing knowledge, assisting with onboarding and training, and supporting the development of less experienced team members
• Demonstrate the highest level of professionalism, integrity and discretion when handling confidential, privileged and commercially sensitive information
• Maintain flexibility and responsiveness in supporting a busy national practice, including managing urgent and time-sensitive matters that may require attention outside of regular business hours

Position Requirements

Education and Experience

The position requires the completion of a Community College diploma in Office, Legal or Executive Assistant plus a minimum of seven years’ experience as an Executive Assistant supporting a senior partner, practice group leader, executive or similarly senior professional in a legal or professional services environment. A university degree in a related discipline is considered an asset. An equivalent combination of education, training and experience may be considered.

Knowledge and Skills

• Advanced proficiency with Microsoft Suites, including Outlook, Word, PowerPoint, Excel and Teams, with the ability to leverage technology to enhance efficiency, collaboration and client service
• Strong aptitude for learning and effectively utilizing Firm technology, including document management systems, billing platforms, knowledge management tools and emerging AI-enabled solutions
• Thorough knowledge of legal office procedures, administrative best practices and professional services environments
• Exceptional written communication skills, including advanced drafting, proofreading, editing and document production capabilities
• Superior organizational and project-management skills, with the ability to effectively coordinate multiple priorities while maintaining attention to detail and accuracy
• Highly proactive and resourceful, with demonstrated ability to anticipate needs, solve complex problems independently and exercise sound judgment
• Strong business acumen and client-service orientation, with the confidence and professionalism to interact effectively with senior executives, clients and stakeholders
• Excellent interpersonal, communication and relationship-management skills, including the ability to influence, build trust and maintain strong working relationships at all levels
• Demonstrated ability to manage sensitive and confidential information with discretion and professionalism
• Strong analytical and critical-thinking skills, with the ability to research, assess information and make well-informed recommendations
• Proven ability to perform effectively under pressure while managing deadlines, changing priorities and significant workloads
• Demonstrated leadership capabilities, including mentoring, coaching and supporting colleagues while fostering a collaborative and positive team environment
• Resilient, adaptable and solutions-focused, with a positive attitude, strong professional presence and a commitment to excellence

Compensation

The range of expected compensation for this position is $75,000 - $90,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

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 1 day per week.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Please note that we use artificial intelligence to screen, assess or select applicants for the position.

#LI-Hybrid

#LI-AL1