St. John's Office Support Assistant

Are you an administrative professional looking for a new and exciting opportunity? Do you enjoy providing exceptional client service while working in a fast-paced, innovative, and collaborative environment in which you learn every day?

McInnes Cooper is seeking an enthusiastic and proactive Office Support Assistant to join our team in our St. John's office for a full-time permanent position. This opportunity will provide general administrative support to our Legal Support Services team ensuring the overall operational needs of the office are met.

As an Office Support Assistant, you will be responsible for:

Legal Support Services

• Document preparation duties including the preparation of letters/transcribing documents, scanning, printing, and making copies.
• File management of documents both in paper and electronic formats.
• Assist with the management of files including opening and closing files.
• Prepare client invoices and expense claims.
• Back-up reception coverage, which includes greeting clients, answering the phone and redirecting calls, managing boardroom bookings and setup.
• Provide backup coverage to Legal Assistant(s) during vacations or absences.

Document Centre

• Prioritizing, organizing, and preparing volumes of files/documents for printing, scanning, and copying.
• Performing quality analysis on the images to ensure readability, correct indexing, proper orientation, and accessibility.
• Liaise with clients to manage expectations of work assigned, set priorities and clarify instructions, as necessary.
• Troubleshoot issues with photocopiers and other document production equipment including binding machines.
• Provide feedback and identify efficiencies for process improvement;
• Regular lifting of weights up to 20lbs.
• Standing for long periods of time.

The successful candidate will possess the following skill set:

• Office/Legal Administration Diploma or related education or transferable administrative experience.
• Exceptional time management; excel in a demanding, fast-paced environment, highly detail-oriented, and flexible to changing priorities.
• Exceptional technology skills, with proficiency in all aspects of Microsoft Office.
• Exceptional communication skills, a special focus on client service, and the highest degree of professionalism.
• A positive attitude and enjoy working in a collaborative team environment.

Our team members have access to:

• Defined-benefit pension plan.
• Firm-paid health and dental benefits.
• Health spending account.
• Personal (wellness) spending account.
• Commuting allowance.
• Time for you:
  • Including vacation, personal and sick days.
• Our Team - we can't say enough about our people! You will be part of a collaborative, collegial, respectful and caring team.
• Have the opportunity to participate in a variety of teams including Collective Social Responsibility, Wellness, Diversity, Equity & Inclusion, Special Events and so many more!

McInnes Cooper is committed to building an environment that is diverse and inclusive, representative of the communities in which we serve. We welcome and encourage applications from persons who identify as racially visible, Indigenous, persons with disabilities, women in underrepresented roles and members of the 2SLGBTQIA+ community. Applicants from these equity groups may self-identify through our on-line application process.

As part of the recruitment process, MC will provide accommodation(s) to candidates with disabilities. If you require an accommodation(s) to participate in the recruitment process with us, please contact Alana Burgess at [email protected] or 902.455.8260.