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canada Bilingual Assistant, Professional Resources

  • Location
    (CANADA) and various
  • Job Reference
  • Functional Area/Experience
    Human Resources / 1 Year

Job Description & Qualifications

Miller Thomson LLP is one of Canada's fastest growing national business law firms, with offices located in Vancouver, Calgary, Edmonton, Regina, Saskatoon, London, Kitchener-Waterloo, Guelph, Toronto, Markham, Vaughan and Montréal. Our consistent ability to 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, gives us a unique position in the Canadian legal industry.

We are seeking a Bilingual Assistant, Professional Resources to join our Montreal, Toronto or Vancouver office. The Bilingual Assistant, Professional Resources provides a high quality of administrative support to the Professional Resources and Learning team. The Assistant, Professional Resources plays a pivotal role in ensuring smooth communication and prompt resolution of all queries.  Provides a wide range of administrative services in support of Professional Resources and Learning initiatives and activities, delivering service excellence to all Firm members and external stakeholders.

To be successful in this role, it is essential to demonstrate exceptional organizational skills, time management and communication skills. This position requires high levels of initiative, flexibility, responsiveness and great attention to detail. Being a contributing team member is essential along with flexibility to accommodate business needs.

In this role, you will be tasked to:

Performs administrative support with tasks such as:

  • Maintain files in the Document Management System to ensure all required documents are properly named and saved in the appropriate location
  • Proofreading, editing documents, scanning and printing;
  • Manages schedules and calendar of department leaders including scheduling internal and external meetings and calls and making reservations;
  • Boardroom bookings and/or ordering catering, prepare agendas, itineraries and materials, etc.
  • Attending to conference registration and related travel arrangements, if required

Performs recruitment and performance assistance with tasks such as:

  • Provides support in scheduling interviews and following up with candidates as may be required
  • Responsible for preparing new hire packages and ensuring floor/desk/office assignments for new firm members are fully prepped in advance of start date
  • Onboarding and off boarding assistance with collecting and collating documents, ie - UKG set-up, mobile phone, transfer of contacts, etc.
  • Back-up for submitting Add/Delete procedures
  • Provides administrative support in preparation for and during the performance review cycle. Assists with follow up on outstanding performance documentation
  • Assistance with scheduling all performance meetings for associates and paraprofessionals
  • Updating performance tracker with comments
  • Maintenance of recruitment tracking spreadsheet

Provides support in expense coordination such as:

  • Process monthly expenses as required
  • Coordinate expense sign-offs and routing through Finance
  • Oversee the purchase and inventory management of new hire gifts and/or swag in a cost effective manner

Support the Learning department with tasks such as:

  • Manage the learning calendar by ensuring all calendar invites are properly inputted and processed
  • Monitor the and mailboxes and provide learner support where answer is known or escalate to the appropriate person if answer is not known
  • Update user profiles on the LMS and update program information and content as required
  • Run reports, such as usage, through the LMS platform when needed
  • Assist with program logistics, including program set-up in the learning management system (“LMS”), room set-up (virtual and in person), RSVPs management and updating the planning rubric
  • Mark program attendance in the LMS using sign-in sheets and Webex/Zoom attendance reports
  • Monitor program feedback responses in the LMS and compile when required.
  • Process and track accounts payable and expense requisitions through Excel and the planning rubric
  • And performs other tasks and duties as required.

To be successful in this role, you possess:

  • 1-3 years’ experience in an administrative support role, ideally within a Human Resources environment
  • Post-secondary education in Business, Administration or Human Resources
  • Experience working in a law firm an asset.

Job Skills/Competencies Required

  • Strong organizational skills and time management skills
  • Excellent proofreading skills (ability to check typed material for grammatical, typographical, spelling, word usage, and format errors)
  • Proficiency in MS Office Suite
  • Strong attention to detail and ability to work with and understand confidential information.
  • Excellent verbal and written communication skills.
  • Advanced technical skills in MS Office – Word, Excel and PowerPoint; HRIS systems and the ability to quickly learn new tools and software.
  • Forward-thinking and innovative with ability to find ways to deliver customer service excellence
  • Bilingualism French/English required
Apply now