Executive Office Coordinator

4 weeks ago

Vancouver, British Columbia, Canada Aird and Berlis LLP Full time

Aird & Berlis LLP is a prominent Canadian business law firm located in the heart of Toronto's and Vancouver's financial districts.

Our firm serves clients across Canada and globally with over lawyers, business advisors, and patent agents.

We are committed to ensuring that all members of our community feel valued, respected, and supported.

We believe in fostering a professional, supportive environment for all firm members.

The ideal candidate will have a strong communicator who can oversee daily operations and ensure smooth administrative processes between our Toronto and Vancouver locations.

Job Description:
  • Office Facilities:
    • Oversee the day-to-day operation of our Vancouver premises.
    • Coordinate with the Toronto office or third-party suppliers for purchasing, organizing, and maintaining supplies and materials.
    • Anticipate office member requirements for boardroom bookings, catering, couriers, and general office preparation.
    • Work with building management to direct maintenance, repairs, and renovations.
    • Ensure deliveries are received and distributed as required.
    • Conduct regular inventory of premises-related items.
    • Maintain physical office space and records in compliance with information security requirements.
  • Human Resources:
    • Provide office orientation for new hires.
    • Optimize procedures between Vancouver and Toronto offices.
    • Address personnel-related issues for Vancouver partners and staff with assistance from Toronto HR.
    • Collaborate with the Joint Health & Safety Committee to ensure emergency protocols are up-to-date.
  • Information Systems:
    • Arrange for security cards to be added or deleted.
    • Provide basic technology assistance, including AV presentations and hybrid meetings.
    • Update the firm on building or security issues.
    • Arrange for equipment repair.
  • Finance:
    • Track office expenses and process invoices.
    • Assist with arranging travel for lawyers and staff.
    • Handle correspondence, reports, and contracts as needed.
Required Skills and Qualifications:
  • Minimum five years' experience in an office services or facilities position.
  • Experience in professional services environments is considered an asset.
  • Ability to handle time pressure and stress.
  • Familiarity with Microsoft Office suite applications.
  • Excellent communication and interpersonal skills.
  • Knowledge of the legal industry and administration is preferred.
  • Good judgment and decision-making skills.
Benefits:
  • Opportunities for growth and on-the-job training and development.
  • Competitive compensation and benefits package.
  • Family-oriented work environment.
  • Active involvement in community activities with opportunities to volunteer.
  • Mentorship program.
  • Wellness programs.
Estimated Salary Range:

$60,000 - $75,000 annually, dependent on job-related knowledge, skills, experience, and internal market equity.

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