Administrative Assistant, Client Services

Fogler, Rubinoff LLP; Toronto; On-site; CAD 42,000 - 56,000; Full time

Job summary

Fogler, Rubinoff LLP in Toronto is seeking an hands-on Administrative Assistant to support projects, day-to-day operations and reception duties. The role requires being on site 5 days per week and involves coordinating tasks across teams with strong organization and adaptability.

The successful candidate will provide daily reception and hospitality coverage, manage meeting spaces, assist with ad hoc administrative tasks, and help maintain filing and document workflows within a busy law firm

Responsibilities

• Provide general administrative support for projects, initiatives and day-to-day operations across the Firm.
• Manage daily reception and hospitality coverage as required.
• Handle meeting room bookings and greet clients and guests.
• Answer and direct calls, take messages, and respond to general inquiries by phone and email in a timely manner.

Job description

Administrative Assistant, Client Services

Why become a Fogler, Rubinoff (“FR”) team member?

At FR, one of our fundamental objectives is to keep our employees and their families healthy - physically, emotionally, and financially. To ensure the health and wellness of all our team members, we offer our Law Clerk, Staff and Support team members a comprehensive benefits package which includes extended health, dental, “flex” health care spending, disability insurance, a robust Employee and Family Assistance Program, an annual fitness allowance and an RRSP matching program.

Our team members receive a generous Time Away from Work package, including flexible paid Personal Time Off, Volunteer time, paid Birthday, Moving Day, and more.

We believe in recognizing and rewarding our team members through our Milestone Anniversary Bonus program and our monthly acknowledgement of service excellence through our peer-to-peer “FRecognition” program. All team members enjoy complimentary on-site breakfast and snacks twice a week, and are invited to attend our annual events such as our Summer Gathering, Staff Appreciation Week, and our Holiday party.

We support continued professional development and encourage professional and personal growth through our “FR Academy”, a learning management system offering a variety of online educational modules that cater to enhancing our internal training and learning culture.

Administrative Assistant, Client Services

We are currently seeking a hands-on Administrative Assistant to support projects, special assignments and day-to-day operational needs across the Firm. The role will involve a variety of administrative tasks, with a focus on providing flexible support to different teams as priorities arise, as well as providing daily reception and hospitality coverage as required. The successful candidate will demonstrate initiative, adaptability, strong organizational skills and the ability to manage competing priorities while working independently and collaboratively. This role requires being on site 5 days per week.

Hours of Work:

Monday to Friday, primary hours are 9:30am - 5:30pm, but must also be available for 8:00am - 4:00pm and 10:00am - 6:00pm shifts during coverage periods.

Duties and Responsibilities:

Administration (Primary):

• Provide general administrative support for projects, initiatives and special assignments across the Firm;
• Assist with coordinating and completing ad hoc administrative tasks and projects to support the Firm’s day-to-day operations;
• Retrieve, organize and deliver boxes, files and documents between floors and the Records Department as required;
• Assist with billing activities in accordance with firm procedures;
• Assist with file organization, retrieval, inventory and tracking to support efficient records management;
• Scan, photocopy, compile, format and organize documents for internal use and distribution;
• Use Adobe Acrobat and other Firm systems to prepare, edit and organize electronic documents;
• Assist with maintaining physical and electronic filing systems, including file archiving and secure destruction in accordance with Firm procedures;
• Provide administrative assistance to various departments and teams as priorities arise; and
• Perform other duties and special projects as assigned.

Reception & Switchboard (Frequent coverage and backup support):

• Provide daily lunch-break coverage and backup reception coverage during vacations and other absences (8:00-10:00 a.m. or full shifts from 10:00 a.m.-6:00 p.m.);
• Manage meeting room bookings and greet clients and guests;
• Answer and direct calls, take messages, and respond to general inquiries by phone and email in a timely manner.

Hospitality Services (Occasional Coverage):

• Maintain kitchen, lunchroom and boardroom cleanliness, organization and supplies;
• Set up and clear boardrooms, including food and beverage service