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Position Summary

Our Toronto office has the opportunity for an Office Assistant to join the Firm’s expanding practice. The person in this position works under the direction of the Office Administrator and may receive assignments directly from Practice Assistants and lawyers, in addition to performing regularly assigned tasks. The Office Assistant supports the delivery of quality legal services to clients by providing general clerical assistance and by working collaboratively and cooperatively in a team-oriented environment.

Toronto Office Overview

In our Toronto office, we have lawyers with many years of experience handling all kinds of Canadian labour and employment matters. Although we are based in Toronto, our geographical reach stretches to clients all over Canada, whether provincial or federally regulated. Our Toronto lawyers have been recognized in Lexpert, Chambers, and Best Lawyers in Canada. The success of our lawyers depends on a team of top-notch support staff who are dedicated to professional excellence.

Essential Functions

- Office Supplies: Ensure supplies are well stocked at all times, take inventory and order supplies. This includes, but is not limited to, stationery, copy paper, folders, pens, binders, tab sheets, coffee, refreshments, snacks.
- Reception Duties: Answer multi-line phone system promptly in a professional, courteous and helpful manner. Record messages or transfer callers to their destination. Communicate effectively and professionally with clients and others in the Firm. Receive and direct visitors in the office. Keep reception area and conference rooms tidy and well stocked. Coordinate meals and set up for meetings in the conference room.
- Expenses and Invoices: Submit expense receipts and vendor invoices through accounting software, Chrome River, for reimbursement or payment. Code expenses appropriately and print expense reports as needed.
- Mail: Record receipt of incoming hand deliveries, Fed Ex and Canada Post packages. Prepare Fed Ex labels and schedule couriers as necessary.



Assist with monitoring and distributing incoming facsimiles. Apply postage and take outgoing mail to drop box at the end the day.
- Records and Filing: Assist with maintenance of client files including, but not limited to, keeping physical files in order with adequate space for incoming files, pull and reshelf files as requested, create and print file labels. Assist with closing matters and appropriate record keeping procedures.
- Copiers and Printers: Check copy machine and printers for adequate paper supply daily. Assist with clearing jams and general instruction guidance to others in the Firm. Coordinate copier repairs with service provider, if needed.
- Kitchen Maintenance: Load, unload and start dishwasher when needed. Clean and refill coffee machine and refrigerator. Daily maintenance of office breakroom.
- Firm Functions: Assist with planning, set-up, and various other responsibilities related to Firm functions held within the office or at offsite locations. Occasionally require duties before/after normal business hours and limited travel.
- Other Duties: Assist with other miscellaneous projects, such as organizing documents for review in PDF, printing documents and assembling in binders or bind with Cerlox machine.

Requirements

- One or more years of experience in an Office Assistant or similar administrative role
- Excellent communication skills, written and verbal
- Excellent interpersonal and customer service skills
- Ability to review, organize and respond timely to a high volume of emails
- Ability to relay information promptly and accurately
- Ability to manage and prioritize multiple tasks
- Organizational skills, including filing and calendaring




- Time management skills and ability to work independently as well as with a team
- Pleasant and clearly understandable phone voice
- Ability to sit at a desk for one or more hours at a time, ability to lift and carry up to 50 pounds
- Proficient with Microsoft Outlook, Excel, Word, Power Point, Nuance PDF
- Ability to operate computer and other equipment in the office, including but not limited to, multi-line phone system, fax system, presentation equipment, copier and scanner
- Good typing speed with few errors, proofreading skills
- Regular, predictable and punctual attendance

Advantages

Ogletree Deakins offers a robust suite of benefits for staff including: Paid Time Off, Sick Time, RRSP matching program, TFSA, reimbursement of commuting expenses including TTC or Go Transit, Paid Holidays, Paid Parental Leave, Health and Life Insurance including Dental and Vision coverage, Tuition Reimbursement and an Employee Assistance Program.

Contact Information

If you have questions, please e-mail Brooklyn Butler at ***email_hidden*** with “Office Assistant – Toronto" in the subject line. Please note, applications submitted via e-mail will not be considered.

Firm Overview

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Best Law Firms has named Ogletree Deakins a “Law Firm of the Year” for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Litigation – Labor and Employment category. Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.

Equal Opportunity Employer.

Apply on Kit Job: kitjob.ca/job/2fsvd4

📌 Office Assistant (Toronto)
🏢 Ogletree Deakins
📍 Toronto