Administrative Assistant

Clyde & Co; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading international law firm in Toronto is seeking an Administrative Assistant to support both legal and non-legal tasks. The role requires strong organizational skills, proficiency in Microsoft Office, and fluency in English. The successful candidate will manage document preparation, client interactions, and scheduling tasks in a hybrid work environment.

Benefits

Healthcare benefits

Retirement planning

Wellbeing initiatives

Qualifications

• Minimum of 1 year of relevant experience in a professional services environment.
• Able to speak and write in English with ease.

Responsibilities

• Answer and field calls, greet clients, and manage document preparation.
• Schedule conference room bookings and ensure cleanliness of common areas.

Skills

Excellent knowledge of Microsoft Office

Attention to detail

Strong organizational and prioritization skills

Professional communication

Fluency in English

Proficiency in French

Education

Diploma in secretarial studies or equivalent training

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

The Role

The Administrative Assistant supports both fee-earners and non-fee earners by performing non-legal tasks. The position incumbent will be part of the Administrative Assistant Resource Team in Canada (AART Canada). In Toronto, the role is hybrid in that it also entails assisting with local workplace services related tasks. This is a non-exempt (overtime eligible) position which requires on site presence at the Toronto office 5 days a week.

Key Responsibilities

• Answer, field, and transfer calls; redirect e-mails effectively in a courteous & professional manner.
• Greet clients and other visitors who come to our office’s reception area and respond to any inquiries they may have.
• Help with document management and preparation for examinations and trial.
• File electronic documents.
• Handle photocopying, binding, and printing requests as needed.
• Collect, sort and distribute mail and courier packages; pick up/drop off mail at Canada Post and attend to overnight couriers as needed.
• Manage incoming and outgoing deliveries.
• Send, monitor and distribute both incoming and outgoing faxes to ensure documents reach the correct recipients.
• Schedule all conference room and visitor office bookings.
• Reserve, prepare, and tidy conference rooms for meetings: this includes making coffee/tea, ordering and setting up of refreshments, breakfasts, and/or lunches prior to any meetings.
• Ensure the general cleanliness of reception area, kitchen, visitors\' workspace and conference rooms.
• Assist with ordering and coordinating catering for office functions.
• Order snacks and refreshments for the office.
• Attend to bank-related tasks as needed.
• Scan and report all incoming regular and trust cheques to Accounts Payable.
• Prepare chrome river invoices and expense reports.
• Assist with the client billing process, if required.
• Manage incoming and outgoing deliveries as needed.
• Update telephone contact sheets.
• Manage and administer security access cards through building property management.
• Act as back-up for Workplace Services Coordinator.
• Perform other related duties when needed.

Essential Skills & Experience

• Diploma in secretarial studies, office technology or other combination of equivalent training and experience.
• A minimum of 1 year of relevant experience in a professional services environment.
• Able to both speak and write in English with ease.
• Proficiency in French is considered an asset
• Excellent knowledge of Microsoft Office, especially Excel, Word and Outlook.
• Great rigour and attention to detail in the execution of tasks.
• Strong organizational and prioritization skills.
• Ability to manage various tasks simultaneously and meet deadlines.
• Communicating and interacting in a professional way with all Clyde & Co staff members.
• A sense of autonomy and an excellent team spirit.
• Respect for confidentiality.

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

We offer a range of tailored benefits and support, including healthcare, retirement planning and wellbeing initiatives.

Clyde & Co is proud to be an equal opportunities employer. Our core values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.

Please take a moment to read our privacy notice carefully. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.