Administrative Assistant - Toronto, Canada - Cozen O'Connor

Description

Administrative Assistant N) Description

Cozen O'Connor LLP has an excellent opportunity for a dynamic full-time office Administrative Assistant.

The ideal candidate is an enthusiastic self-starter, who is able to perform effectively in a busy environment that often has competing priorities.Balancing multiple tasks under time constraints while maintaining professionalism and attention to detail is an important part of this role as is the ability to effectively communicate and interact with people at all levels of the firm as well as clients and vendors.Working independently, taking initiative and applying sound judgment to move issues forward or resolve problems while keeping managers updated will be critical to success in this role.

This position is an in-person role that will require the candidate to work from the office 5 days per week.

The position requires excellent communication, organizational, and computer skills and will focus primarily in the three general areas described below:

DUTIES AND RESPONSIBILITIES

1.General Administrative Assistant Duties:

·Provide general administrative assistance to office management and others in the firm as assigned and required.

·Draft, format and refine required documents and reports, produce and work within spreadsheets, maintain required office statistics and databases.

·Manage various finance related duties for the office including but not limited to:processing general office invoices, producing internal expense reports, addressing vendor payment inquiries, attending to the bank as required to make deposits, and performing other duties to facilitate and support the financial administration needs of the office.

·Engage with vendors and various agencies, as requested, to assist and facilitate with the provision of their services for the smooth operation of the office.

·Work with the office manager to maintain and update office operations procedure documents, checklists and reference documents as required.

·Provide assigned individuals with a variety of general support duties such as managing calendar appointments, maintaining reminder lists, making travel arrangements and maintaining and filing documents to support the smooth operation of the office.

·Assist and support with various projects, new processes and initiatives that may arise and as may be assigned from time to time by office management.

·Provide general assistance to legal practice assistants, clerks and lawyers as directed by the office manager.

2.Office Services Assistant Duties:

·Serve as the primary person responsible for supporting the office with the following office support services.

·Mail & Courier:Manage incoming and outgoing mail and courier needs of the office.

·Document Services:Assist with scanning, copying, printing, binding and other duties to support the document production needs of the office and its legal teams as required.

·Inventory and Supplies Management:Manage, track and maintain the office supplies, consumables and kitchen supplies for the office.Ensure that all such inventories are regularly monitored, well organized and tracked in accordance with firm procedures.

·Facilities Management:Monitor and ensure that the space is always well maintained, organized, clean and professional in appearance with particular priority to the firm's reception area, client meeting rooms and kitchen. Manage the facilities defect list and work to address then as required, including by engaging with internal firm resources and vendors as directed by office management.

·Office Equipment Support:Coordinate with the office manager and the IT department to maintain the required inventory of extra technology equipment in the office. Monitor printers for normal operations, maintain required consumables and replace and refill toner and paper as required to minimize downtown for the office users.

·Assist with various office services related projects as assigned from time to time.

3.Receptionist Support and Back Up Duties:

·Provide daily relief for receptionist by working from reception desk at assigned times each day.

·Fill in at reception on the days the receptionist is not in the office for any reason.

·Become familiar with and perform the required duties of the receptionist when filing in for that role.

·Assist the receptionist with the support of client meeting needs and events that may be taking place in our office during busy times.This may include providing help with:meeting room setup and clean up, supporting guests request and needs, catering coordination and support, and event planning and management.

·Assist to support with marketing and business development events that may periodically be organized at venues outside the firm's office as required.

QUALIFICATIONS AND REQUIREMENTS

·Administrative or clerical office assistant experience of at least 1 year, preferred.

·Strong knowledge of MS Word, Excel and Outlook email required.

·Very strong organizational skills.

·Highly effective written and verbal communication skills.

·Ability to work well with all levels of firm employees, clients, visitors, and vendors.

·Attention to detail in all interactions and work product.

·Aptitude to learn all firm software applications.

·Excellent reading comprehension and proofreading skills.

·High school diploma required, college degree preferred.

Cozen O'Connor LLP is an equal opportunity employer and will provide accommodations during the recruitment process upon request.

About Cozen O'Connor:

Cozen O'Connor is an international law firm with 32 offices across Canada and the United States. The firm is listed among the AMLAW 100 that identifies the 100 largest law firms in the US. We are nowaggressively growing in Canada with offices in Toronto, Vancouver and Montreal.While our Toronto office is still relatively small at this time, it benefits greatly from the incredible resources and support from the firm's well established operational departments in the US.

As to our culture, while we work hard and rely on each other to deliver impressive service and results to our clients – internally and externally - we do so in an environment that is supportive and in a manner that treat's everyone with respect.

We are incredibly proud to have been recently named once again to Newsweek's 2023 list of America's Most Loved Workplaces. The list recognizes companies that have created a workplace where employees feel respected, inspired, and appreciated and are at the center of the business model. This is the third year in a row Cozen O'Connor has been named to this list and we are the only AmLaw 100 law firm to make it to the top 100.

Primary Location

:CA-CA-Toronto

Work Locations

:Toronto AdminBay Adelaide Centre - North Tower40 Temperance St., Suite 2700TorontoM5H 0B4

Job

:Staff

Organization

:Administration 30

Schedule

:Regular

Shift

:Experienced

Employee Status

:Non-Management

Job Type

:Full-time

Job Level

:Day Job

Job Posting

:Apr 12, 2024, 9:55:07 AM