Administrative Coordinator

Litigation Law; Ottawa; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative Coordinator to join their Ottawa office. This role is vital in supporting various teams, including HR and operations, through effective administrative management. The ideal candidate will possess exceptional organizational skills, a strong customer service orientation, and the ability to handle confidential information with discretion. You'll coordinate onboarding processes, manage databases, and assist in budget tracking, all while contributing to a collaborative team environment. If you are eager to grow within a dynamic law firm that values diversity and inclusion, this opportunity is perfect for you.

Qualifications

• Requires a Certificate/diploma in office administration and 2-4 years of experience.
• Experience in a professional services environment or law firm is an asset.

Responsibilities

• Provides administrative support including drafting correspondence and arranging meetings.
• Coordinates onboarding processes and maintains HR databases and spreadsheets.
• Supports budget preparation and tracks departmental expenses.

Skills

Organizational Skills

Customer Service Orientation

Communication Skills

Attention to Detail

Multi-tasking

Writing Skills

Interpersonal Skills

Education

Certificate/Diploma in Office Administration

Tools

MS Office Suite

SharePoint

Job description

Location:
Ottawa
World Exchange Plaza
100 Queen St Suite 600
Ottawa, ON K1P1J9, CAN

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

The Administrative Coordinator in our Ottawa office reports to the Senior Manager, Talent Management & Operations and provides support for a variety of teams, including operations, HR/Talent and the summer/articling student program.

Work Location: On-site

Major Responsibilities:

• Provides administrative support for a variety of processes and programs which requires: drafting confidential correspondence, responding to emails, creating and revising documents, preparing employee letters and new employee onboarding materials, working with bring-forward system, arranging meetings including applicable a/v requirements and catering.
• Coordinates the onboarding process including but not limited to processing background checks, conducting reference checks, booking training sessions, conducting new hire orientation sessions and collecting and preparing new hire documentation.
• Maintains and updates spreadsheets and databases such as recruitment tracking, onboarding and off-boarding checklists, directory maintenance, training completion reports, and HR system. Local Subject Matter Expert for various HR system modules.
• Supports preparation of annual expense budget, tracks expenses and reconciles to department credit card, processes invoices for payment and monitors monthly departmental budgets.
• Working closely with the Chair, Ottawa Student Committee, coordinates the recruitment, onboarding, orientation and administrative requirements of the summer/articling student program. Coordinates Ottawa student social events/gatherings, team-building initiatives and training sessions.
• Provides operational project support as needed. Performs other duties as assigned from time to time.

Position Requirements

Education and Experience:
The position requires a Certificate/diploma in office administration plus 2 to 4 years of administrative experience. Experience in a professional services environment or law firm is an asset. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills:

• Exceptional organizational skills and attention to detail with the ability to multi-task and prioritize.
• Strong customer service orientation and interpersonal skills, with a welcoming, professional manner.
• Effective communication and active listening skills.
• A team-oriented contributor who values cooperation and collaboration.
• Solid writing and proofreading skills.
• Proficient in MS Office Suite and the ability to utilize applicable software to create reports and presentation materials; experience using Sharepoint an asset.
• Ability to handle confidential information with discretion and integrity.
• Displays an eagerness to learn.

Accessibility and Accommodation:
We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks:
Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.