We are currently recruiting for a Practice Assistant to join our Calgary EHG group. The successful candidate will proactively provide legal professionals with a high level of support in an effort to improve practice efficiency, including coordinating client-related activities.

This position requires an excellent multi-tasker with strong administrative and communication skills, and the ability to work in a fast-paced environment.

The successful candidate will demonstrate initiative and have excellent client service and organizational skills.

Managing the practice of a Partner, by undertaking a triage role in the coordination of all Firm and client-related activities for the legal professional (LP), thereby allowing them to concentrate on providing valuable legal services to clients.

Major Responsibilities and Duties

• Controls LPs’ calendar, making or changing appointments, and organizing meetings on a regular or ad hoc basis including arranging for facilities, preparing agenda, dealing with attendees or speakers and keeping LPS apprised of issues requiring attention.
• Proactively provides LPs with a high level of personalized support in an effort to optimize practice efficiency by monitoring and responding to email messages to keep current on developments within the practice;

maintaining LPs’ calendar.

• Drafts correspondence for review by a LP, including receives, researches, prepares for and follows up on audit inquiries.
• Conducts quality control, by reviewing work delegated to others, such as documents, standard letters, invoices, time charges.
• Co-ordinates the logistics of external client functions and makes travel and hospitality arrangements as required. Provides administrative assistance to clients as required through scheduling and arranging meetings, booking facilities and travel, with awareness of LP and client preferences.
• Manages file, such as obtaining / researching information for NBI process, workspace management, including creating and managing folders in iManage, communicating with LPs and Legal Administrative Assistants (LAs) working on files, following up on WIP.
• Manages the activities associated with effective Matter Management and Billings & Collections in order to reduce non-billable activities.

Interacts with Practice Management & Innovation (PMI) regarding matter budget information.

• Independently performs client account management by ensuring time charges are submitted, following up on delinquent time charges (with other LPs and LAs), reviewing and editing prebills, preparing invoices for review by LPs, verifying fees and disbursements, preparing write-offs and addressing client inquiries regarding billing.
• Assists the LP in the development of new business, and in their relationships with current clients through effective CRM practices to reduce non-billable client interactions.
• Supports client development activities, such as managing LP bios, entering / updating information into OnePlace, flagging opportunities for LP.
• Develops and maintains strong relationships with clients, understanding client businesses, practices and expectations.
• Report generation relating to client activities, billings and Firm administration or management.
• First point of contact with clients and various internal and external stakeholders to provide assistance and information as required.
• Mentors LAs, including providing guidance on building relationship with LP and types of work that should be delegated by LP to LA.
• Maintains high level of discretion and confidentiality at all times.
• Performs other duties as assigned.

Knowledge and Skills

• Maintains high level of discretion and confidentiality at all times
• Able to develop and implement innovative solutions that aid the LP and the Firm
• Excellent judgment, anticipates needs, is proactive, with accomplished problem-solving skills
• Strong written and verbal communication
• Organizational skills required to effectively multi-task
• Ability to take initiative and work independently
• Knowledge of legal procedures and practices
• Solid drafting and proofreading skills
• Detail-oriented and analytical thinking required to conduct effective research

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies.

Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.

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 2 days 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.

No agencies or phone calls / emails please.

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