The Assistant, Professional Resources is responsible for providing day-to-day administrative support.

Administrative Support

• Provides support to the Chief Professional Resources Officer and the Director, Professional Resources relating to travel arrangements, expense reports, boardroom bookings, cheque requisitions, filing, document management and any other administrative assistance, including arranging courier packages, photocopying, printing, binding and scanning.
• Prepares communications for all offices, including monthly partner memo, ad-hoc firm-wide announcements and create and post new hire Welcome Profiles on Torysnet and in People@torys.
• Provides timely and accurate word processing support, including document creation, revision and formatting, converting PDFs to Word documents, creating and editing Excel charts and PowerPoint presentations, preparing correspondence (memos and letters), proofreading documents and making necessary changes.
• Oversees file management, including all aspects of employee files (e-files), to ensure content is accurate, up to date, and complies with internal guidelines.
• Ensures the data input of employee information in HRIS system (UKG) is accurate and up-to-date.

Recruitment and Onboarding

• Track and enter new hire information into HRIS system (UKG); administer training licenses (AODA) and prepare first drafts of orientation schedules.
• Support PR Manager/Director with firm-wide law clerk/paralegal recruitment, including participating in first level screening interviews and conducting reference checks.

Employee Changes and Employee Relations

• Liaise with lawyers and law clerks/paralegals and respond to routine requests and inquiries.
• In collaboration with the PR Manager/Director, coordinate legal professional/law clerk moves including creating tracking spreadsheets, updating Maptician and liaising with business services departments (i.e., facilities and information services) to coordinate logistics and communicate with legal professionals.

Program Management

• Support the counsel, associate, and law clerk performance management process (i.e., collection and collation of feedback, tracking outstanding reviews, proofreading messages, and raw feedback, etc.).

Licensing and Memberships

• Coordinate the process for legal professionals to become notaries and law clerks/paralegals to become commissioners for taking affidavits while ensuring applications are accurate and complete.
• Post-secondary degree or diploma in Business Office Administration, or Human Resources, is preferred.1-2 years related experience, preferably within a law firm or professional services firm.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Exceptional attention to detail, efficient and organized.
• Strong time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Sound judgement, including the ability to work with tact, poise and discretion.

This position is part of our hybrid work model with 4 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.