Job Description

We are seeking a reliable and organized Office Clerk to join our team full-time, working onsite in downtown Toronto. The ideal candidate will have strong administrative skills, excellent communication, and the ability to multitask in a fast-paced environment while maintaining confidentiality and professionalism. The position reports to the Director of Operations.

Key Responsibilities

Maintain overall office cleanliness and prepare spaces for meetings and in-house events Act as first point of contact for clients, visitors, and general office needs Help coordinate office events, team-building activities, fundraisers, and firm campaigns Coordinate catering, technology setup, and meeting materials for events and meetings Assist in tracking ongoing projects, and operational initiatives Support Director with attendance protocols and recording Prepare, format, and edit documents, correspondence, reports, and presentations, as necessary Prepare meeting agendas and distribute follow-up actions Coordinate calendars where necessary, including scheduling meetings and appointments Ensure timely completion of firm and lawyer memberships, renewals, and registrations for CLE and other seminars Track and send out team birthday wishes Assist with vendor coordination, including scheduling service calls and tracking progress Draft, proofread, and send internal and external communications, including firm-wide notices and updates Back up for website updates, including employee profiles, job postings, and announcements Help ensure internal communications are organized and visually clear Support onboarding/offboarding and orientation activities for new employees Maintain confidential HR files, employee-related documents, and timekeeping records Maintain and update guideline protocol manuals Respond to telephone and email inquiries and direct them appropriately Sort and distribute incoming mail; prepare and assemble outgoing courier and registered mail packages Track and confirm incoming and outgoing fax activity Monitor and order office supplies to ensure inventory is well-stocked Participate in periodic IT inventory and supply audits
Qualifications:

1-3 years of administrative or office clerk experience preferred Strong organizational, multitasking, and time-management skills Excellent written and verbal communication skills Discretion and ability to handle confidential information with integrity Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) Experience with calendar management and scheduling tools Familiarity with document management systems (e.g., Primafact) is an asset Comfortable coordinating events and liaising with vendors Ability to work independently and collaboratively in a fast-paced office environment Detail-oriented with strong problem-solving skills Customer service and front-desk experience is an asset Must be available to work full-time, onsite at our office
We are committed to providing an inclusive work environment comprised of diverse perspectives, cultures and identities. We welcome applications from all candidates, including applicants with disabilities. If during the recruitment process you require accommodation, please contact our Director of Operations, Mary DaRosa.

We thank all candidates for their interest, however only those selected for further consideration will be contacted.

Job Types: Full-time, Permanent

Schedule:

8 hour shift Monday to Friday
Experience:

Administrative: 1 year (required) Office: 1 year (required) Customer service: 1 year (required)
Work Location: In person

Application deadline: 2025-07-31