Administrative Assistant

Cozen OConnor LLP is seeking a dynamic and motivated full-time Administrative Assistant to fill an existing vacancy in our Toronto office. The ideal candidate is an enthusiastic self-starter who is able to perform effectively in a busy environment that often has competing priorities.

This role is onsite five days per week Monday through Friday. Onsite requirements may evolve over time and occasional work outside standard business hours may be required.

The position will focus primarily in the three general areas described below:

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; and 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.
• 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.

Services Assistant Duties:

• Serve as the primary person responsible for supporting the office with the following office support services:
• Inventory and Supplies Management:Manage track and maintain the office supplies consumables and kitchen supplies for the 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 firms reception area client meeting rooms and kitchen.
• Office Equipment Support:Coordinate with the office manager and the IS 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 minimizedown time for the office users.
• 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.
• Assist with various office services related projects as assigned from time to time.

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.
• Assist with the support of client meeting needs and events that may be taking place in our office during busy 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 firms office as required.

• Previous administrative or clerical office assistant experience of at least 1 year required preferably in a professional services environment.
• Strong organizational skills and proactive mindset.
• Highly effective written and verbal communication skills.
• Excellent reading comprehension and proofreading skills.
• Ability to work well with all levels of firm employees clients visitors and vendors.
• Works well independently and as part of a team taking initiative and applying sound judgment to move issues forward and resolve problems that may arise.
• Attention to detail in all interactions and work product.
• Strong knowledge of Microsoft Office Suite (Outlook Word and Excel) required.
• Aptitude to learn all firm software applications.

The expected annual base salary range for this position is $45000 $60000 and is eligible for an annual discretionary bonus. The offered salary will be determined based on factors such as job knowledge skillset experience and internal and market equity.

What we Offer

• Competitive salaries and annual discretionary bonuses for all roles and levels;
• Comprehensive employer-paid benefits including extended health care dental vision and life insurance (effective on your first day);
• Short-term and long-term disability insurance benefits;
• Parental leave benefits with 100% top-up for a portion of the leave;
• Group RRSP matching program (with the opportunity for prior legal service to be recognized);
• A commitment to health and wellness through employer-paid resources and a fitness reimbursement program;
• Paid vacation sick and personal time;
• Monetary incentives for employee referrals;
• Continuing professional development opportunities and reimbursements;
• Hybrid work environment and work-life flexibility;

• A culture of recognition collaboration and intentional connection.

If youre excited about this opportunity and believe you can contribute meaningfullyeven if your experience doesnt align exactly with every requirementwe encourage you to apply. We value diverse perspectives and skills and were committed to finding the right person for the role.

We thank all candidates for their interest in joining Cozen OConnor. Those selected for further consideration will be contacted directly for the next steps.

Cozen OConnor is committed to providing accommodations during the hiring process. If you require accommodations please email or call and provide your contact information and indicate the role that youre applying for. A member of our team will be in touch with you directly. We ask that you please only use this email address and contact number to request an accommodation.

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