Office Services & Facilities Assistant (Contract until April 2027)

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 1,000 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.

The Office Services & Facilities Assistant is an integral member in the Office Services & Facilities Department, providing administrative and operational support to the Director, Office Services & Facilities. The Assistant supports the facilities functions, health and safety, sustainability initiatives and purchasing.

This job posting is for an existing vacancy, covering a maternity leave (ending April 2027). 

Hours Of Work - 9:00am - 5:00pm, Monday - Friday

Major Responsibilities

• Responsible for providing administrative support in the areas of calendar/meeting, travel management, budget drafting, project coordination, and communication preparation


• Complies and submits recoveries to the accounting department. This includes purchasing (exports recovery spreadsheet from Toronto e-purchasing), Osler Store, Courier disbursements and Pitney Bowes Postage Recoveries


• Assists with planning of department functions (e.g., boardroom bookings and department celebrations)


• Drafts monthly department meeting agenda and related minutes


• Responsible for reviewing gaps and updating Office Services & Facilities content on the Firm’s Intranet site


• Communicates and coordinates with firm members/vendors regarding the status of requests, general inquiries (e.g., purchasing, Health and Safety, NERP, etc.) and escorts vendors when required


• Supports department ISO initiatives such as, tracking annual review of procedure documents (NDA’s and NDA tracking spreadsheet)


• Coordinates the installation of firm artwork and maintains database/inventory spreadsheets of artwork within the Firm


• Maintains Osler Store inventory/stock, and obtains quotes from vendors when required


• Monitors and maintains e-purchasing inventory/stock, and partners with vendors on obtaining quotes and places orders once approved for all office supplies i.e. stationery and department supplies


• Maintains e-purchasing site regarding status of orders


• Supports the development and implementation of Health and Safety programs, policies and procedures and communication materials


• Supports tasks and initiatives for all Health & Safety Programs (e.g., campaigns, etc.). Coordinates and supports all Health and Safety Training initiatives, H&S meeting minutes, emergency planning, annual fire drill, safety campaigns, etc.


• Supports the development, implementation, and tracking of the Firm’s sustainability initiatives. (e.g. inputs data for sustainability questionnaires, conducts basic research, provides input into communications for sustainability initiatives), in addition to metric tracking


• Provides coverage/back-up to Office Services& Facilities, Coordinator when needed

Position Requirements

Education and Experience

This position requires a Community College Diploma, plus three years related administrative or executive assistant experience. Experience in a law firm or professional services organization would be an asset. An equivalent combination of education, training and experience is acceptable.

Knowledge and Skills

• Extremely well organized, with strong attention to detail and excellent time management skills with the ability to prioritize tasks


• Discretion and ability to maintain confidentiality


• Excellent customer-service skills, exhibiting strong verbal and interpersonal skills


• Proficiency with Microsoft Office is required


• Knowledge of Visio and SharePoint is considered an asset


• Strong writing skills, with the ability to draft and proof-read short emails, letters, and memos


• Ability to take initiative and work independently within task limits


• Some accounting knowledge in order to process vendor invoices and track budget material

Compensation

The range of expected compensation for this position is $55,000 - $70,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience. 

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

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.

Please note that we use artificial intelligence to screen, assess or select applicants for the position. 

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