Administrative Assistant

IQ PARTNERS; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading law firm in Canada is seeking an Administrative Assistant for their Ottawa office. The role involves managing calls, organizing supplies, processing invoices, and providing support for legal and document management. Ideal candidates will have strong organizational and communication skills, be confident in using technology like Microsoft Office, and have previous administrative experience. This full-time role is crucial to keeping operations running smoothly.

Qualifications

• Strong organizational skills and attention to detail.
• Professional communication skills, both written and verbal.
• Confidence working with technology, including Microsoft Office.

Responsibilities

• Manage calls, shared inboxes, mail, and courier services.
• Organize office supplies and arrange catering for events.
• Process invoices and expenses accurately.
• Provide legal and document support through various tasks.
• Coordinate travel arrangements and meeting logistics.
• Support technology needs and assist with troubleshooting.
• Serve as contact for building management and maintenance.
• Assist with onboarding and professional development tracking.
• Help with physical office tasks as needed.

Skills

Organizational skills

Professional communication

Confidence with technology

Team-first mindset

Previous administrative experience

Tools

Microsoft Office

Job description

Our client, one of Canada’s most respected law firms, is looking for an Administrative Assistant to join their Ottawa office. This is a full-time, in-office role where you’ll play a key part in keeping operations running smoothly, supporting lawyers and staff, and delivering exceptional service to clients and colleagues alike.

What You’ll Be Doing

• Acting as the first point of contact by managing calls, shared inboxes, mail, shipping, and courier services.
• Keeping the office running seamlessly by managing supplies, organizing common areas, and arranging catering for meetings and events.
• Processing invoices and expenses with accuracy and efficiency, coordinating with finance when needed.
• Providing legal and document support through authentication, legalization, process serving, and court filings.
• Handling large-volume document preparation, printing, and binding.
• Coordinating travel arrangements, meeting logistics, and in-office events — ensuring spaces and materials are ready to go.
• Supporting technology needs by providing basic troubleshooting and working with IT when issues arise.
• Serving as the go-to contact for building management regarding facilities and maintenance requests.
• Assisting with onboarding, tracking professional development hours, and supporting health & safety initiatives.
• Pitching in on occasional physical office tasks (moving or lifting items up to 50 lbs).

What You Bring to the Table

• Strong organizational skills and attention to detail, with the ability to juggle multiple priorities.
• Professional communication skills, both written and verbal.
• Confidence working with technology, including Microsoft Office, and various office systems.
• A team-first mindset and willingness to pitch in wherever needed.
• Previous experience in an administrative, office coordination, or legal support role (law firm experience is a plus).
• Flexibility to assist with occasional evening or weekend events.
• Willingness to obtain First Aid certification (if not already held).