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29 Nov 2021

Full-Time Office Manager

Clyde & Co – Posted by clydeco Toronto, Ontario, Canada

Job Description

A Few Words About Clyde & Co

Our Canadian offices are an essential part of Clyde & Co’s global practice, providing a strong regional focus for both local and international clients across a range of complex and contentious matters, including professional liability, casualty, construction and infrastructure, cyber risk, class action defence, insurance defence and coverage, D&O liability and product liability. Our lawyers have vast experience litigating disciplinary proceedings against a broad range of professionals as well as handling fraud, antitrust, anti-corruption and regulatory investigations.

At Clyde & Co, we offer a highly supportive culture in a friendly, welcoming environment, characterized by diversity and inclusion. Our fast-growing international firm is known for its global outlook, comprehensive practice, and genuine commitment to clients as well as for its distinctive approach within an open, fast-paced and rapidly changing field.

Overview of the Role

The Office Manager will have oversight of our Toronto office with facilities located downtown on an entire floor, including at least three conference rooms, one kitchen, a filing room, library, several closed offices and a number of workstations in open spaces. The incumbent will also oversee the legal assistant group as well as reception and administrative clerks, in addition to organizing social activities from time to time and being in charge of all health & safety related matters and other duties as assigned by the partners.

Primary Responsibilities

  • Oversee the day-to-day operations in the office and serve as point of reference for general inquiries related to facilities in Toronto
  • Liaise with the building landlord for any queries regarding premise
  • Directly oversee the legal assistant group as well as reception and administrative clerks
  • Ensure proper coverage to meet the business needs of the office at all times, ensuring that internal stakeholders’ expectations are being met
  • Maintain the list of legal assistants and lawyer share arrangements, including back-up assistants, in consultation with the Partner in charge
  • Monitor and balance the workload between employees
  • Review and approve any vacation requests and other absences, overtime, etc. namely by tracking the data for all non-exempt staff in Toronto on a calendar year basis using individual time off spreadsheets which capture vacation and annual time bank used for sick days and/or personal and family emergencies
  • Keep payroll updated with any and all pre-approved vacation and/or overtime request forms as per firm policies
  • Collaborate with HR on any performance or other employee relations matters as needed
  • Work with IT to assign access cards to the building and the office to new employees
  • Handle, in consultation with the Managing Partner, office space planning and the assignment of offices and workstations to lawyers and staff
  • Take part in the preparation of annual office budgets and/or larger premises projects, in collaboration with the Director of Finance & Administration, Canada and the Managing Partner, as needed
  • Purchase new office and/or conference room furniture as necessary, with prior approvals
  • Manage the purchasing of office and kitchen supplies as per budget approvals and liaise with office vendors
  • Approve invoices in Chrome River as required
  • Look after health & safety matters for the Toronto office, including the responsibility of Fire Member Safety sheet for the building and Tower Tenant Floor Warden
  • Organize social activities during the year, including Professional Administrative week, summer events, year-end festivities, etc.
  • Schedule photo shoots for new lawyers hired in Toronto
  • Work with HR, Payroll and IT by taking necessary actions when someone leaves the firm as per our termination checklist
  • Cooperate with interdepartmental teams, whether in IT, Administration, Training/Learning & Development or other as needed to facilitate the deployment of various projects at the firm
  • Manage the Toronto library and filing room
  • Perform other relevant duties and tasks in line with new or emerging business needs or as assigned by the partners.

Qualifications Required

  • Post-secondary education, college diploma or other academic training deemed equivalent
  • A minimum of five years’ prior relevant experience, ideally acquired in a law firm or other professional services environment
  • Prior supervisory/oversight experience required with proven leadership skills
  • Ability to communicate and interact effectively with employees and other people at all organizational levels of the firm, including lawyers, partners and various administrative staff members as well as guests, clients and visitors
  • Highly skilled in using the Microsoft Office suite and able to learn to use a variety of other software or systems at the firm
  • Excellent interpersonal skills, organizational skills, attention to detail and thoroughness in work performed
  • Tact, discretion and ability to exercise good judgement
  • Ability to work as part of a team in a hands-on approach as well as independently with minimal supervision
  • Ability to identify issues early on, research and present solutions in order to resolve efficiently
  • Ability to multi-task various projects to meet differing deadlines and to change directions quickly as workflow needs change
  • Marked professionalism and good stress management demeanor in high-pressure situations
  • Strong work ethics in general and in maintaining a strict level of confidentiality regarding sensitive projects and communications
  • Displaying a positive, can-do attitude at all times

This is the job description as constituted at present; however, the Firm reserves the right to reasonably amend it in accordance with the changing needs of the business.

Please note that Clyde & Co LLP Canada requires all Firm members and visitors to provide proof of full vaccination against COVID-19 prior to entering the workplace. Applicants who receive an employment offer will be required to provide proof of full vaccination upon arrival to the Firm as a condition to enter our offices. Clyde & Co LLP has a duty to accommodate those who are unable to get vaccinated due to religious, medical or other protected grounds. For applicants who require an accommodation, please contact your recruitment advisor to discuss further.

-Principals Only-

We offer a rewarding work environment that supports professional growth and opportunities. We value diversity in our work place and it is the policy of the Firm to recruit, hire, promote, reassign, compensate and train highly qualified persons without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, age, disability or any other basis protected by applicable law.

CLYDE & CO PRIVACY NOTICE:https://www.clydeco.com/help/privacy

How to Apply

Please apply directly on the Clyde & Co website: Clyde & Co Job Board (cvmailuk.com)

Job Categories: LGBT. Job Types: Full-Time. Job Tags: HR and human resources. Salaries: Not Disclosed.

Job expires in 38 days.

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