Refractory specialist optimizing high - temperature materials for RHI Magnesita, a global supplier serving Canada’s steel industry. Leading trials, technical support, training, and sustainable product improvements.
About the role
- Assistant providing day-to-day administrative support to the Director, IP Business at a law firm. Responsibilities include managing tasks, internal communications, and project support in a hybrid work environment.
Responsibilities
- Provide administrative support to Director, IP Business to ensure smooth day-to-day operations.
- Maintain and update task trackers to ensure all assignments, deadlines, communications, and action items are accounted for and completed.
- Proactively follow up with internal stakeholders to ensure outstanding items are addressed.
- Review and organize email threads and file histories to summarize key information and identify next steps.
- Respond promptly to requests and collaborate effectively with internal stakeholders.
- Prepare draft email communications at the direction of the Director and assist in the creation and maintenance of internal manuals, standard operating procedures (SOPs), and documentation.
- Ensure records, documents, trackers, and files are accurate, complete, and kept up to date in accordance with firm standards.
- Support projects and initiatives by preparing reports, maintaining trackers, and following up on deliverables.
- Coordinate administrative tasks and operational workflows to support team effectiveness.
- Process, track, and reconcile expenses and department credit card statements.
- Coordinate internal and external meetings, including scheduling boardrooms and arranging catering or audio‑visual equipment as required.
- Work cooperatively within the team to provide backup coverage and ensure continuity of support.
- Participate in departmental projects and initiatives as assigned.
Requirements
- Post-secondary degree or diploma in Business Office Administration is required.
- 1-2 years related experience, preferably within a law firm or professional services firm.
- Proficient in MS Office product suite.
- Strong client service orientation combined with the ability to manage multiple client needs at the same time.
- Comfortable with working in a fast paced, deadline-driven environment.
- Strong time management skills to effectively prioritize and meet deadlines with minimal supervision.
- Excellent communication skills (verbal and written) with the ability to write clearly and concisely, and to interact with individuals at all levels within the organization.
- Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
- Exceptional attention to detail, efficient and organized.
- Strong working knowledge of an electronic document management system.
- Comfortable working with structured processes.
- Flexibility to work overtime when required.
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