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Job Title
Office Manager
Job Location
Toronto
Job Type
Business Services
Country/Territory
Canada
Region
The Americas
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 premises;
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.
-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.