Legal Assistant, Taxation (temporary assignment with possibility of permanent opportunities)

OUR FIRM:

Osler, Hoskin & Harcourt S.E.N.C.R.L./s.r.l. is one of Canada's leading law firms. Advising many Canadian business leaders, as well as American and international parties with significant interests in Canada, our more than 1,000 members are based in the offices of Toronto, Montreal, Ottawa, Vancouver, Calgary, and New York. Osler offers a dynamic and exciting environment to start a career or take a new turn. Join a unique corporate culture that encourages teamwork and fosters mentorship and the continuous exchange of ideas.

Osler is proud to attract and retain some of the world's top legal talent. Our lawyers, law students, and staff have established a unique firm culture that fosters mentorship and the sharing of ideas. Osler is a firm offering a dynamic and stimulating environment to start a career or take a new turn.

Contribute to the management of legal professionals' practices through administrative and secretarial support, thereby enabling legal professionals to provide better service to clients.

Varied secretarial work, including reviewing and correcting correspondence and documents.

Varied administrative support, including filing, reminder systems, correspondence, emails, telephone, travel arrangements, and meeting organization (including food), client relations, and file archiving.

Support the administrative functions of legal professionals, including their participation in internal and external committees.

The assistant will work a 35-hour week, Monday to Friday.

MAIN FUNCTIONS

• Process tax registrations in the province of Quebec for all Osler offices, provide assistance for ARC applications, merger notices, and ensure proper management of client access to ARC and Revenue Quebec platforms;
• Correct and format documents (letters, service notes, file notes, opinions, procedures, etc.);
• Transcribe documents from handwritten notes and/or telephone messages;
• Compare documents using Litera Compare;
• Update client lists;
• Photocopy and request various printing and document scanning services;
• Communicate directly with other legal professionals during the absence of partners;
• Prepare materials when the legal professional is a speaker (PowerPoint);
• Open new files;
• Follow up on internal and external calls when required;
• Initiate conference calls;
• Manage the legal professional's schedule;
• Manage emails;
• Search, enter, and update data in OnePlace;
• Book travel, cars, hotels, and restaurants;
• Book conference rooms for meetings, videoconferences, and client meetings;
• Order food, beverages, and other items;
• Prepare conflict search requests and forward them to the relevant parties;
• Track daily time entries and enter or review them in the system;
• Review and validate time entries weekly and monthly;
• Prepare monthly billing;
• Prepare expense accounts, have them approved when required, and follow up;
• Prepare cheque or bank transfer requests from the trust account;
• Assist other legal professionals and departmental assistants (or other departments) when required;
• Assist students and interns when required;
• Administer oaths to lawyers and clients.

EDUCATION AND EXPERIENCE

• Diploma in legal secretarial or equivalent;
• Possess 3 to 5 years of experience in private practice for one or more legal professionals, ideally including a partner.

KNOWLEDGE AND SKILLS

• Possess experience or interest in administrative procedures with the ARC and Revenue Quebec;
• Possess the ability to manage confidential information and regulatory deadlines;
• Possess good proficiency in Microsoft Office suite (Word, Outlook, PowerPoint, and Excel);
• Knowledge of iManage software would be a plus;
• Ability to manage multiple priorities in a dynamic environment and meet tight deadlines;
• Oral and written communication skills in both languages;
• Bilingualism (oral and written) is required as the position holder will be part of a national team serving an internal and external clientele located throughout Canada and internationally;
• Organizational skills for managing multiple tasks;
• Ability to take initiative and work autonomously with minimal supervision;
• Knowledge of legal procedures and practices;
• Knowledge of office software;
• Ability to work in a team;
• Attention to detail.

Interested candidates are requested to submit their resume and a cover letter to rhmtl@osler.com (mailto:rhmtl@osler.com).

We would like to thank all candidates for their interest in Osler. However, we will only communicate with selected candidates. Osler is an equal opportunity employer.

Please note that any job offer will be subject to background and reference checks, including a criminal record check, credit check, and employment and education history verification.

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