Saint John 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 where you learn daily?

McInnes Cooper is seeking a proactive client service-focused Office Support Assistant to join our Legal Services team in our Saint John office for a full-time permanent position. This position will provide general administration 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 Services Support

• Document preparation duties including preparation of letters/transcribing documents, scanning, printing, and making copies;
• File management of documents both in paper and electronic formats;
• Arrange deliveries and couriers, including hand deliveries when necessary;
• Assist with the management of files including opening and closing files;
• Enter time entries for lawyers in the firm's finance software;
• Prepare client invoices and expense claims;
• Schedule and coordinate meetings; and,
• Provide backup coverage to Legal Assistant(s) during vacations or absences.

Office Support

• Assist with meeting room preparation and audio-visual equipment setup;
• Covering reception, which includes greeting clients, answering the phone and redirecting calls, managing boardroom bookings and requirements;
• Maintain the organization and stock of office supplies;
• Oversee file management & estate planning document storage;
• Regular lifting of weights up to 20lbs; and
• Role includes long periods of standing and sitting.

The successful candidate will possess the following skill set:

• Office/Legal Administration Diploma or related education or transferable administrative experience;
• Exceptional time management; excels 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; and,
• Working in a team environment, the successful candidate will be a strong team player with high personal integrity.

Our team members have access to:

• Defined-benefit pension plan;
• Firm-paid health and dental benefits;
• Health spending account;
• Personal (wellness) spending account;
• 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; and,
• 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.