Administrative Assistant

BC Legal Management Association; West Vancouver; On-site; CAD 48,000 - 55,000; Full time

Benefits offered by this job

Health & dental coverage

RRSP matching

Work-from-home allowance

Life insurance

Job summary

Oyen Wiggs, a leading intellectual property law firm in Canada, seeks an Administrative Assistant (Full-time) to support the Director of Administration & Human Resources and the office operations in Vancouver.

You will coordinate vacations, manage supplies, and provide reception relief while helping with meetings, onboarding, and vendor relations. The role values discretion, organization, and a client-focused approach.

Qualifications

• Minimum of 1 year administrative or office experience, preferably in professional services or a legal environment.
• Post-secondary certificate or diploma in Office Administration, Business Administration or a related field – asset.
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint).
• Excellent organisational and time-management skills, capable of managing multiple priorities.
• Strong verbal and written communication skills with exceptional attention to detail.
• Professional, courteous, client-focused approach and outstanding interpersonal skills.
• Ability to handle confidential information with discretion.
• Problem-solving skills, independent work, sound judgement, initiative.
• Collaborative mindset and flexibility to assist across a wide range of administrative duties.
• Experience coordinating meetings, events, office supplies or vendor relationships (asset).
• Experience working in a law firm or other professional services environment – asset.

Responsibilities

• Provide proactive administrative support to the Director, Administration & Human Resources.
• Coordinate staff and lawyer vacation requests, maintain the vacation calendar and accurately track requests.
• Monitor office supplies, prepare purchase orders and obtain vendor quotes to maintain supply levels.
• Provide reception relief, welcoming clients and visitors, answering calls and managing courier deliveries.
• Assist with coordination of firm meetings, training sessions, lunches, social events and other internal functions (room set-up, catering, logistics).
• Support onboarding of new employees (preparing workspaces, coordinating supplies, orientation).
• Liaise with external vendors and service providers for office supplies, equipment and maintenance.
• Identify opportunities to improve administrative processes and support special projects as assigned.
• Maintain professionalism and confidentiality with sensitive information.
• Perform other administrative and office support duties as required.

Skills

Microsoft Office 365

Organisational skills

Communication skills

Time management

Confidentiality

Problem-solving

Teamwork

Education

Post-secondary certificate or diploma in Office Administration

Tools

Outlook

Excel

PowerPoint

Word

Job description

Job Overview

Administrative Assistant – Full-time

Location: 480 - 601 West Cordova Street, Vancouver, Canada

Published: July 18, 2026

Salary: 48,000 - 55,000 C$

Category: Administrative Assistant

About Oyen Wiggs

Oyen Wiggs is one of Canada’s leading intellectual property law firms, supporting innovators, entrepreneurs and global organisations since 1978.

About the Role

We are looking for an enthusiastic, organised, service‑oriented Administrative Assistant to support the Director of Administration & Human Resources and the overall office operations.

Main Duties

• Provide proactive administrative support to the Director, Administration & Human Resources.
• Coordinate staff and lawyer vacation requests, maintain the vacation calendar and accurately track requests.
• Monitor office supplies, prepare purchase orders and obtain vendor quotes to maintain supply levels.
• Provide reception relief, welcoming clients and visitors, answering calls and managing courier deliveries.
• Assist with coordination of firm meetings, training sessions, lunches, social events and other internal functions (room set‑up, catering, logistics).
• Support onboarding of new employees (preparing workspaces, coordinating supplies, orientation).
• Liaise with external vendors and service providers for office supplies, equipment and maintenance.
• Identify opportunities to improve administrative processes and support special projects as assigned.
• Maintain professionalism and confidentiality with sensitive information.
• Perform other administrative and office support duties as required.

Qualifications

• Minimum of 1 year administrative or office experience, preferably in professional services or a legal environment.
• Post‑secondary certificate or diploma in Office Administration, Business Administration or a related field – asset.
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint).
• Excellent organisational and time‑management skills, capable of managing multiple priorities.
• Strong verbal and written communication skills with exceptional attention to detail.
• Professional, courteous, client‑focused approach and outstanding interpersonal skills.
• Ability to handle confidential information with discretion.
• Problem‑solving skills, independent work, sound judgement, initiative.
• Collaborative mindset and flexibility to assist across a wide range of administrative duties.
• Experience coordinating meetings, events, office supplies or vendor relationships (asset).
• Experience working in a law firm or other professional services environment – asset.

Benefits

• Firm‑paid extended health, dental, vision care, life insurance & A.D. & D. benefits
• Disability insurance
• Ten days of paid sick and personal time
• Employee Assistance Program
• Education/tuition allowance
• Health & Wellness Allowance
• RRSP matching program
• Work‑from‑home allowance
• Cell/mobile phone subsidy
• Firm social events

Equal Employment Opportunity

Oyen Wiggs is an equal opportunity employer. We encourage applications from all qualified candidates.