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About the Role

The Administrative Assistant plays a pivotal role in acting as the liaison between People and Culture and the firm, ensuring smooth communication and prompt resolution of all queries. Provides a range of administrative services in support of department initiatives and activities, delivering service excellence. This role supports the work of team members within the People and Culture Operations and Legal Talent departments across the Eastern offices.

Responsibilities

Provide a wide range of administrative support, including preparing correspondence, reports, and presentations.
Organize and schedule meetings, and resolve scheduling conflicts.
Provide general administrative and technical support.
Prepare Personnel Change Notices (PCNs) for employee hires, departures, and various employment changes.
Prepare and submit payroll for GTA offices.
Maintain centralized and confidential departmental documentation and records within the Document Management System (iManage).
Respond to telephone and email inquiries, provide general information, and ensure timely follow-up on information requests.
Monitor and manage the People & Culture shared inbox.
Prepare and coordinate outgoing shipments, courier packages, and mail, when required.
Coordinate and administer employee milestones, service award, and recognition programs.
Monitor employee anniversary dates, order recognition gifts, update program materials, coordinate speakers, book meeting spaces, and arrange catering services as required.
Provide administrative and coordination support for national People & Culture programs, initiatives, and projects.
Assist with the planning and execution of employee engagement activities and events.
Coordinate with other service departments to ensure smooth onboarding.
Coordinate workstation, office, and seating arrangements to ensure new employees are fully prepared for their start date.
Support onboarding activities and new hire orientation processes.
Provide administrative assistance during the annual performance review cycle, including tracking deadlines and following up on outstanding documentation.
Maintain accurate onboarding and performance-related records.
Process and reconcile monthly departmental expenses in accordance with company policies and procedures.
Maintain accurate expense records and supporting documentation.
Work collaboratively with the People and Culture team on special projects and departmental initiatives.
Assist with the research, coordination, implementation, and administration of assigned projects.

Requirements

2-3 years’ experience in an administrative support role, ideally within a Human Resources environment.
Experience working in a law firm or professional resources is an asset.
Bilingual (English and French) with excellent written and verbal communication skills.
Excellent organizational, time-management, and coordination skills.
Strong attention to detail and ability to work with and understand confidential information.
Advanced technical skills in MS Office – Word, Excel, PowerPoint.
Strong reporting and analytical skills.
Strong understanding of HRIS systems and the ability to quickly learn new tools and software.
Forward-thinking and innovative with the ability to find ways to deliver customer service excellence.
Creative problem-solving skills.
Comfortable with the use of AI tools.

Skills

Human Resources
Administrative Support
Bilingual (English and French)
Written Communication
Verbal Communication
Organizational Skills
Time-Management
Coordination Skills
Attention to Detail
Confidential Information Handling
MS Office (Word, Excel, PowerPoint)
Reporting Skills
Analytical Skills
HRIS Systems
AI Tools

Location

Toronto Office

Work Type

Flexible working options

Experience Level

2-3 years’ experience

Education Level

Post-secondary education in Business, Administration or Human Resources

Salary/Compensations

$50,169 – $62,711

Benefits

Health, Dental and Vision Care
Employee Assistance Program
Life Insurance
Short Term and Long Term Disability Insurance
3+ Weeks’ Vacation
10 Personal Days
Maternity Leave Top-up
Firm matching Group Retirement Savings plan
Individual TFSA with low fund management fees and competitive investment options
Wellness spending account
Professional Development opportunities
Employee appreciation events
Charitable giving programs

About the Company

Miller Thomson LLP is one of Canada’s fastest-growing national business law firms, with ten offices across the country.
We provide practical, creative, and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff, and the communities in which we practice.
We support, grow, and impact our communities through our work.
We help entrepreneurs, companies, and professionals shape and build the Canadian economy.
We are a firm that puts its people first, providing the opportunity to influence the course of your career, community, and workplace with the support and backing of a national organization.
Teamwork and collaboration are hallmarks of our culture, while we accept and encourage individuality.
We provide a friendly, safe, and supportive environment where colleagues will rally around to help you succeed.

Equal Opportunity

Miller Thomson LLP is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.
Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities.