Administrative Assistant, Legal Support Services

Miller Thomson LLP; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

Miller Thomson LLP is seeking an Administrative Assistant for their Toronto office. This role involves providing high-quality administrative support for the Legal Support Services team, including managing schedules, preparing documents, and acting as a liaison across departments. The ideal candidate will possess excellent organizational and communication skills along with a strong attention to detail, contributing to a supportive and dynamic work environment.

Benefits

Comprehensive Benefits package including Health, Dental and Vision Care

3+ Weeks’ Vacation and 10 Personal Days

Flexible working options

Professional development opportunities

Qualifications

• 2-3 years’ experience in an administrative role, ideally supporting management.
• Experience working in a law firm is considered an asset.
• Able to manage multiple tasks and conflicting priorities.

Responsibilities

• Provides a range of administration support for the Legal Support Services team.
• Coordinates employee-related programs and events.
• Acts as liaison and first point of contact, facilitating operations.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Customer service

Education

Post-secondary education in Business, Administration, or Human Resources

Tools

MS Office (Word, Excel, PowerPoint)

Job description

As a recognized national business law firm, we support, grow, and impact our communities through our work. We help entrepreneurs, companies, and professionals shape and build the Canadian economy.

When you start a career with Miller Thomson, you join a firm that puts its people first. We provide the opportunity to influence the course of your career, community, and workplace with the support and backing of a national organization. While teamwork and collaboration are hallmarks of our culture, we accept and encourage individuality. You can expect a friendly, safe, and supportive environment where your colleagues will rally around to help you succeed.

Find the spark that will propel your career to new heights. Apply today to join a firm that is dedicated to you.

We are seeking an Administrative Assistant, Legal Support Services to join ourteam in our Toronto office.

The Administrative Assistant, Legal Support Services (LSS), provides a high quality of administrative support and performs other generalist duties to specific groups within the organization. The tasks include managing the daily schedule, setting up professional and personal appointments and attending to the different means of communication such as emails, calls and mail.

Acts as a liaison and first point of contact and facilitates the efficient operation of the Legal Support services and the People and cultures teams. Prepares presentations, documents and other reports. Files and organises paper and electronic documents, such as emails, reports, and other administrative records.

To be successful in this role, it is essential to demonstrate exceptional organisational, time management and communication skills. This position requires high levels of initiative, flexibility, responsiveness, great attention to detail and discretion. Being a contributing team member is essential along with work hour flexibility to accommodate business needs.

Key Responsibilities:

Department Administration and Customer Service

• Provides a range of administration support for the Legal Support Services (LSS) team including preparation of correspondence and presentations, organizing and scheduling meetings and other administrative tasks.
• Provides support to the LSS management team for calendar management as well as general administration, meeting preparation and technical support.
• Coordinates LSS team meetings and trouble shoots meeting conflicts amongst the team and other departments.
• Process and announces daily attendance for the GTA offices.
• Assists with maintaining centralized, confidential department filing systems electronically for security, department access and easy retrieval.
• Answers telephone and email inquiries related to general information and requests and ensures timely follow up on those requests.
• Prepares all outgoing items for shipping/courier.

Program Assistance

• Coordinates employee related programs and events.
• Provides administrative support for the employee events. Monitors vacations, coverage, and back-up lists and spreadsheets.
• Assists the team with specific LSS and People and culture related projects/programs, as required.
• Reorganizing and up-dating the existing record-keeping and forms systems.

Recruitment and Performance Assistance

• Provides support to the LSS and the People and culture teams by creating an add procedures and coordinating with the lawyers of the share group to obtain consent and request appropriate access for the new hire.
• Coordinates with other departments to ensure the access and workspace requested is fully functional and prepped in advance of the start date.
• Responsible for sending out the welcome package, prior to the start date, to new hires.
• Acting as the MT Ambassador for the first 2 weeks by getting the new hire familiar with the office, troubleshooting any issues that may arise, and guiding them regarding office related inquiries.

Administrator and Statistics

• Acting as the Administrator; review, assess, and assign work that is requested through the GTA Assistant Support Inbox (GTA Inbox).
• Communicate with Firm members and provide timely responses regarding their inquiries and requests.
• Collect statistics from the Administrative Assistants who complete work based on requests from the GTA inbox, compile them into a spreadsheet and provide the report to the LSS management team upon request.

Special Projects

• Working collaboratively with National People and culture team on special projects.

Management of Workflow

• Organizes own work, set priorities, work independently on a day-to-day basis, meeting critical deadline and balance multiple objectives.

Other

• Perform other tasks and duties as required.

What you'll bring:

• 2-3 years’ experience in an administrative role, ideally supporting management/leader(s). Post-secondary education in Business, Administration, or Human Resources.
• Experience working in a law Firm, considered an asset.
• Excellent organizational, time-management and coordination skills.
• Strong attention to detail and ability to work with and understand confidential information.
• Excellent verbal and written communication skills.
• Advanced technical skills in MS Office (Word, Excel and PowerPoint); Able to quickly learn new tools and software systems.
• Forward-thinking and innovative with ability to find ways to deliver customer service excellence.
• Able to manage multiple tasks and conflicting priorities.
• Collegial and a team player.

What we offer:

We believe in the importance of a Total Compensation package, ensuring our mix of salary, benefits and perks are competitive within the market as well as a work-life balance. We offer:

• A comprehensive Benefits package that includes Health, Dental and Vision Care, Employee Assistance Program, Life Insurance, Short Term and Long Term Disability Insurance, 3+ Weeks’ Vacation and 10 Personal Days;
• A Diverse and Inclusive Workplace;
• A Firm matching Group Retirement Savings plan and TFSA;
• Childcare, eldercare and family resources to support you and your family;
• A wellness reimbursement program to foster employee well-being;
• Professional development opportunities through MT Learn;
• Flexible working options;
• Special appreciation events/celebrations;
• Charitable savings programs.

Who we are:

Miller Thomson LLP is one of Canada’s fastest-growing national business law firms, with ten offices across the country. Our consistent ability to provide practical, creative and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff and the communities in which we practice, gives us a unique position in the Canadian legal industry.

Miller Thomson LLP is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.

While we thank all applicants for their interest, due to the high volume of applications we receive, we are unable to respond to queries individually, and only those selected for an interview will be contacted. No phone calls or agencies, please.

Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities. If you require accommodation, please inform our Talent department of the nature of the accommodation that you may require, to ensure your equal participation.