Banking & Financial Services Practice Assistant - 12-month contract

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, Calgary, Vancouver, Ottawa and New York.

Osler is currently recruiting for a Practice Assistant to join our Calgary Banking & Financial Services Department. The successful candidate will play a vital role in the practice management of one of our Banking Partner’s (“LP”), providing a high level of support. This role requires proactive and independent management, aimed at enhancing practice efficiency, and, where possible, delivers specialized corporate and diligent support on various transactions and other matters.

Position Overview

The Practice Assistant position requires exceptional multi-tasking skills, strong administrative abilities, and effective communication. The successful candidate will thrive in a fast-paced environment and demonstrate initiative, delivering outstanding client service and organizational capabilities.

Major Responsibilities

• Plays an integral role in actively supporting the LP’s day-to-day affairs, leading the way in efficient practice management and keeping the LP apprised of issues requiring attention.
• Manages files, facilitates client intake (NBI), oversees workspace organization, maintains files in the Firm's document management system, collaborates with other LPs and assistants, updates client/matter lists.
• Assists in transactional matters, including due diligence, file organization, correspondence, document preparation, compilation of signature page packages, closing book setup and maintenance, and other associated tasks.
• Collaborates with billing coordinator and accounting team to manage client accounts, encompassing prebill reviews, invoice preparation and distribution, fee verification, addressing client billing and trust funds inquiries, and handling write-offs.
• Attends to closings and fund transfers, including preparing associated accounting paperwork for incoming and outgoing wires.
• Conducts due diligence searches across various registries including Corporate, PPR, Bank Act, Superintendent of Bankruptcy Register, Land Titles, Litigation, WCB, etc., as applicable.
• Drafts and file registrations, amendments, renewals, and discharges at the Alberta Personal Property Registry. When required, act as a Commissioner for Oaths and prepare documentation for submission to the Alberta Land Titles Office for registration.
• Attend to general administrative tasks such as scanning, printing, formatting documents, creating blacklines, submitting expenses, booking meetings, couriering of documents, and making travel and hospitality arrangements, as required.
• Point of contact with clients and various internal and external stakeholders to provide assistance and information as required.
• Draft and prepare reporting letters, report packages and trust letters.
• Performs other duties as required to achieve Firm objectives.

POSITION REQUIREMENTS

Education and Experience

The position requires the completion of a Legal Assistant Diploma or Bachelor’s Degree program in a relevant field. Additionally, a minimum of five (5) years’ experience working in a legal environment is required to excel in this role. An equivalent combination of education, training and experience may be considered.

Knowledge and Skills

• Proficiency in Banking & Financial Services practices and knowledge of relevant legal procedures.
• Possesses a background and familiarity with government registries such as the Personal Property Registry, Land Titles Registry, Bank Act Registry, and the Alberta Corporate Registry.
• APPRES and Commissioner for Oaths accreditation would be highly advantageous.
• Willingness and desire to learn and apply new skills to various tasks.
• Detail-oriented, with strong written and verbal communication.
• Organizational skills required to effectively multi-task.
• Ability to work well under pressure in a fast-paced environment and takes full responsibility for assigned tasks.
• Maintains high level of discretion and confidentiality at all times.

HOW TO APPLY

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.