Administrative Assistant

Cozen O’Connor LLP is seeking a motivated, full-time Administrative Assistant to fill an existing vacancy in our Toronto office. This presents an exciting opportunity to be part of a collaborative, fast-paced and dynamic team. 

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 on the three general areas described below:

General 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.  
• Liaise with vendors and various agencies as requested to facilitate 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 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.

Office Services Assistant Duties

• Serve as the primary person responsible for supporting the office with the following office support services:

• Inventory and Supplies Management:  Manage and maintain the office supplies, consumables and kitchen supplies for the office.  Ensure 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 attention to the firm’s reception area, client meeting rooms and kitchen. Report facilities or maintenance issues to the office manager and building management as they arise.

• 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 toner and refill paper as required.

• 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.

   

Receptionist Support and Back Up Duties 

• Provide daily relief for the receptionist by working from the 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 times.  This may include providing help with: meeting room setup and clean up, supporting guest requests and needs, catering coordination and support, and event planning and management.

• Assist with marketing and business development events that may periodically be organized at venues outside the firm’s office as required.  

• Minimum 1 year of previous administrative and/or clerical office assistant experience required, preferably in a professional services environment.
• Strong organizational skills and proactive mindset to operate productively in a busy environment with competing priorities.
• Highly effective written and verbal communication skills. 
• Excellent reading comprehension and proofreading skills. 
• Ability to work well with all levels of firm employees and to effectively support clients, visitors, and vendors with a customer-service mindset.
• Ability to work 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.
• Discretion and ability to maintain confidentiality when handling sensitive information.
• Strong knowledge of Microsoft Office Suite (Outlook, Word, and Excel).
• Aptitude for quickly learning all firm software applications.
• Flexibility to work occasional hours outside standard business hours, as required.
• Ability to perform the physical requirements of the role, such as lifting office supplies and setting up meeting rooms, with or without accommodation.

If you’re excited about this opportunity and believe you can contribute meaningfully – even if your experience doesn’t align exactly with every requirement – we encourage you to apply. We value diverse perspectives and skills, and we’re committed to finding the right person for the role. 

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.

   

The expected annual base salary range for this position is $45,000 - $60,000 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. 

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

Cozen O’Connor is committed to providing accommodations during all phases of the hiring process. If you require accommodations, please email [email protected] or call 647-925-5923, and provide your contact information and indicate the role that you’re 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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