Administrative Assistant

This position will provide general administrative support services to the HR and Legal Personnel Departments in a prominent and progressive downtown law firm.

MAJOR RESPONSIBILITIES:

· Provide support with the student recruitment process:
· Assist with recruitment, coordinating departures and maintaining statistics.
· Prepare offer letters, new hire packages, organize background checks, conflicts checks, office details, technology and training for new hires.
· Assist with the new hire orientation process including ordering business cards, organizing orientation meetings, scheduling lunch and learn sessions, preparing and maintaining student flowcharts, photo lists and information circulars. Assisting with planning and organizing events.
· Administer the HRIS program by processing all new hire, changes and terminations in Ultipro, and pull reports as required.
· Process Law Society paperwork (applications, transfers, student reports, call documentation, etc.), ensure forms are completed in accordance with the Law Society policies and procedures and that all fees are paid.
· Coordinate internal professional development seminars (booking boardrooms, catering, sending outlook appointments) and registering lawyers for external CLE courses.
· Support the performance review process for students and associates and maintain the database (ViDesktop). Prepare binders and information for review by the student and associate committees.
· Assist with preparing compensation information, spreadsheets and memos.
· Update and maintain confidential personnel files and HR records.
· Update and maintain Orientation Manuals, Employee/Student Handbooks, Policies and Procedures Manual, floor plans, local lists, and other related information, both in print and online (intranet).
· Respond to queries on benefits and other HR & Legal Personnel policies and procedures.
· General administrative assistance, including processing invoices and expense reports.
· Assist with organization and coordination of Firm events.
· Provide back-up to Receptionist, only as required.

REQUIRED SKILLS:

· Minimum 3 to 5 years of relevant administrative / professional services experience
· Strong working knowledge of Word, Power Point and Excel
· Strong aptitude working in a variety of computer programs and databases
· Ability to work with lawyers, students, staff and potential new recruits with tact and diplomacy
· Ability to deal with sensitive information in strict confidence
· Excellent interpersonal, organizational and time management skills
· Ability to work with minimal supervision and manage competing priorities
· Exceptional attention to detail
· High energy with a focus on customer service
· This position requires occasional overtime

If you are a motivated individual with strong organizational skills and attention to detail, we would love to hear from you. We offer exceptional career opportunities in an environment that is challenging, progressive and rewarding. This is an excellent opportunity to join a dynamic team and contribute to the success of our firm.

Please include a cover letter with your application!

Job Type: Full-time

Salary: $50,000.00-$65,000.00 per year

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• On-site gym
• Paid time off
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Supplemental pay types:

• Overtime pay

Education:

• Bachelor's Degree (preferred)

Experience:

• Administrative: 3 years (required)

Work Location: In person