Office Liaison

Caravel Law LLP•Toronto, ON

5d•Hybrid

About The Position

We are a mid-size, national, and innovative Law Firm seeking an Office Liaison. In this role, you will provide administrative and organizational support for the management team.

Requirements

Ideally 2 years of administrative experience.
College level diploma or University Degree.
Experience in an office environment, ideally in a similar administrative position.
Proficient in MS Office, Excel and PowerPoint, and comfort with learning various tech platforms.
Excellent customer service skills and exceptional attention to detail.
Excellent writing skills.
Effective and professional communicator.
Able to work independently with a variety of individuals and teams.
Highly organized, with strong multi-tasking skills.
A self-starter and problem solver, with the flexibility to adapt to situations and pivot tasks as needed.
Perform well under pressure.
Comfortable with change and shifting priorities.

Responsibilities

Provide front desk reception, including answering incoming calls and assisting visitors in person.
Pick up and attend to mail and post-office matters.
Arrange couriers and attend to requests outside the office.
Keep office space, kitchen, and common areas tidy and organized.
Coordinate with cleaners.
Keep fridge stocked.
Maintain and stock office supplies and inventory.
Coordinate with landlord regarding office matters.
Provide administrative support to the management team.
Support team members, client, and lawyer requests.
Arrange occasional travel needs and itineraries.
Arrange meetings and manage Zoom/Teams bookings.
Take meeting notes and maintain agendas where required.
Prepare and submit expense reports.
Schedule and coordinate meetings, including room reservations and catering/lunch arrangements.
Support internal and external events (such as town halls, retreats, seminars, and firmwide events).
Support projects and special initiatives as needed.
Interact with new clients.
Track KYC (Know Your Client) onboarding information and support Conflict Checks.
Send engagement letters as needed.
Act as a key resource for the team by independently seeking answers, taking initiative, and leveraging internal networks to resolve issues.
Support Finance Department with communications related to Accounts Payable and Accounts Receivable.
Support the Finance department with AR and AP.
Scan and print documents.
Maintain files, databases, and master lists.
Update and maintain various spreadsheets.
Keep the firm organized online.
Respond to report requests.
Administer various technologies as needed.
Manage Zoom/Teams meetings for CPD sessions, including setup, recording, video handling, and distribution.
Provide support for webinars (recording, editing, attendance tracking).
Provide vendor CRM support when needed.
Support blog posts and newsletters.
Prepare/edit presentations and correspondence, including grammar, punctuation, and phrasing.
Attend to ad hoc office and business requests.
Support special projects as they arise.
Perform other duties based on evolving business needs.