Administrative Assistant/Office Administrator

Interested in joining a law firm where the sole focus is on workplace and institutional investigations and assessments, training for HR professionals, and consulting? Well Rubin Thomlinson LLP is the place for you.We are currently looking for an Administrative Assistant/Office Administrator to join ourteam inToronto.

If you are talented in providing unprecedented service and are detail oriented with an administrative background, we are looking for you to join our team to provide effective support for the firm.

The Administrative Assistant/Office Administrator is responsible for all aspects related to supporting the partners and lawyers. Core responsibilities include records management, client liaison, scheduling of interviews, preparation and assembly of reports and other documents, and general office duties.

The incumbent must be highly personable, resourceful, and organized.Ideal candidates possess a post-secondary diploma/degree in a relevant field of study and a passion for continuous improvement and service excellence.Essential traits include having a solution-oriented focus, a sense of humour, and team-oriented approach.

Key Accountabilities:

Records Management

• Administer month-end invoicing (review docket reports, submit invoices to lawyers for approval, enter necessary changes, proofread invoices, and update billing data for accounting department)
• Complete requests for conflict checks
• Close files as directed to maintain accurate list of active matters
• Ensure electronic storage of all client-related files in a shared central repository
• Open new matters (in PC Law, set up electronic folder, create hard file (as requested), and update file tracking data)

Client Liaison / Travel Logistics

• Arrange for delivery of documents (hard copy and/or electronically), as requested
• Schedule travel and accommodations, as requested
• Schedule interviews as required (virtually and/or in-person)
• Correspondence with clients as directed

Document Preparation and Assembly

• Format, proofread, and assemble reports and other materials, as required
• Prepare transcriptions of interviews, as requested
• Complete requests for official transcripts, as requested
• Maintain accurate schedule of interviews
• Compile documents in PDF format (including redacting and securing)
• Set up draft reports, entering general information, as requested
• Draft retainer letters, letters to parties, and memos
• Create surveys in SurveyMonkey, and pull data, as requested
• Manage receipt of executed retainer letters and associated retainer file tracking

General Duties and Office Administration

• Mail collection and distribution
• Print and bind documents, as requested
• Ongoing filing and scanning, as part of file management project
• Coordinate with accounting to deposit cheques
• Complete and submit expense sheets, as requested
• Manage and purchase office supplies
• Credit card reconciliation for COO
• Maintain team telephone directory

Knowledge, Qualities, & Experience Required

• 2-3 years’ experience in a similar role
• Strong interpersonal communication skills
• Proficient with MS Office Suite
• Previous experience providing administrative support to a team in a legal or corporate setting is ideal
• Detail oriented and resourceful, with strong organizational skills
• Conscious of time-sensitive deadlines
• Post-secondary diploma/degree in a related field
• Comfortable in a multi-tasking environment
• Positive attitude
• Proven team player

If this position and our firm is of interest to you, please send your resume via email in confidence to [email protected]. If you require accommodation during the recruitment process, please contact [email protected].

We thank all applicants for their interest in joining our team of professionals; however, only selected applicants will be contacted.No agencies please.