Administrative Assistant
5 months ago
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 1,300 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.
We are looking for a dynamic and driven individual to assume a newly created role of Administrative Assistant. Reporting to Director, Talent & Operations, Administrative Assistant will provide support to the Vancouver team with Operations, Administration, Accounting and Hospitality-related tasks, activities and projects.
**Major Responsibilities**
- Provide administrative support for a variety of processes and programs
- Process incoming invoices, ensuring correct coding and department allocation, creating DocuSign packages and liaising with the Accounting department to finalize payments
- Prepare monthly credit card reconciliations which includes compiling receipts, ensuring correct coding and department allocation, liaising with the Accounting department
- Point of contact for facilities-related issues and questions which includes liaising with the building and security teams, placing service requests, arranging access for vendors and contractors
- Point of contact for vendors for scheduling appointment, greeting and escorting external visitors, overseeing jobs performed onsite, processing invoices
- Fulfill purchasing requests such as business cards and name tags for lawyers and staff
- Process cheque requisitions, ensure accurate record keeping, perform bank runs
- Maintain and update floor plans for the Vancouver office
- Conduct space inspections, set up furniture for events, greet clients during large-scale events
- Provide breaks and vacation coverage to the Office Services Assistant and look after the Mailroom and Copy Rooms which includes processing incoming and outgoing mail and couriers, ordering supplies, stocking printing stations, fulfilling ad-hoc scan and print jobs, stocking and clearing visitor offices
- Provide breaks and vacation coverage for Reception and Hospitality team members which includes answering the phone, assisting with boardroom and visitor offices bookings, maintaining lunchrooms, setting up boardrooms
- Travel Administrator for the Vancouver office which includes booking travel for admin team members, providing guidance on hotel bookings, keeping an accurate record of travelers’ booking confirmations and itineraries, etc.
- Provide clerical support as needed
**Position Requirements**
- Education and Experience_
One year experience working in a professional services environment. An equivalent combination of education, training and experience may be acceptable. Bachelor's Degree or Diploma considered an asset.
- Knowledge and Skills_
- attention to detail and accuracy with numbers and text
- strong verbal and interpersonal skills, professional manner
- computer knowledge including proficiency in MS Office (Word, Excel, Outlook and PowerPoint)
- strong organization skills
- some accounting knowledge in order to process vendor invoices and track budget material
**Compensation**:
The typical hiring salary range for this position is $45,000 - $55,000 annually; the base pay offered may vary depending on job-related knowledge, skills, experience, internal and market equity.
**Accessibility and Accommodation**
**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.
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