Administrative Assistant to the Chief Information Officer

Job title: Administrative Assistant to the Chief Information Officer

Job description: Description :

Miller Thomson LLP is one of Canada’s fastest growing national business law firms, with offices located in Vancouver, Calgary, Edmonton, Regina, Saskatoon, London, Kitchener-Waterloo, Guelph, Toronto, Markham, Vaughan and Montréal. Our consistent ability to provide practical, creative and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff and the communities in which we practice, gives us a unique position in the Canadian legal industry.

Miller Thomson is looking for an Administrative Assistant to the CIO to join our Toronto office. The Administrative Assistant provides high quality administrative support to the Information Technology Department within the organization.

The tasks include managing the daily schedule, setting up professional and personal appointments and attending to the different means of communication such as emails, calls, and mail. Acts as a liaison and first point of contact and facilitates the efficient operation of the department. Prepares purchase orders, presentations and documents. Files and organizes paper and electronic documents, such as emails, reports, agreements and other administrative records.

To be successful in this role, it is essential to demonstrate exceptional organizational, time management and communication skills. This position requires high levels of initiative, flexibility, responsiveness and great attention to detail. Being a contributing team member is essential along with work hour flexibility to accommodate business needs.

Major Roles and Responsibilities

Perform administrative support tasks such as:

• Monitor CIO Outlook inbox and respond to emails on behalf as required. Forward any pressing request to appropriate group for escalation (i.e sysop, Service Desk) ect.
• Responsible for IT procurement – ensuring firm is receiving best possible pricing, investigate whether further discounts can be applied due to promotion/or bulk purchasing.
• Prepare purchase orders for software/hardware requests and capture all notes related to purchases for future reference.
• Maintain up to date emergency contact list for IT department and upload to Airwatch as required.
• Updating/maintaining contacts in interaction; and vendor contact list.
• Maintain up to date organization chart for IT department and make changes as required.
• Preparing agendas, and support materials for internal/external meetings.
• Attend and facilitate IT related meetings and take minutes and distribute as required.
• Act as liaison to facilitate translation requests for department while Translation Coordinator is away from the office.
• Create/monitor/cancel audioconferencing subscriptions for firm members. Support end user when required on how to utilize the service; and provide specific details pertaining to the service.
• Collect monthly hardware reports from each office location ensure all office locations are equipped with sufficient hardware to fulfill request; and move hardware amongst offices as needed.
• Verify Docusign licenses – open/close accounts for onboarding/off boarding or current firm members.
• In some cases aid in transferring land lines from new onboarding firm members/ aiding in disconnect of previous telecom services.

Manages schedules and calendar of department leaders including:

• Assist CIO/ IT department members with travel arrangements – make bookings in advance, prepare an itinerary, coordinate last minute changes (flights, hotels) maintain travel profiles.
• Schedule boardroom bookings and or/ ordering catering internal meetings.
• Responsible for conference/course/group event bookings on behalf on IT members.

Provides support with accounting and billing related tasks including:

• Review and process all IT related invoices and code to appropriate accounts. Includes sending related invoices to leads for approval.
• Responsible for department credit card and ensuring all transactions are within reason. Run monthly credit card reconciliation against vendor statement on a monthly basis.
• Review monthly Shared Services Income Statements provided by accounting and provide CIO with breakdown of actuals vs. budget for IT related accounts.
• Review monthly GL transaction detail report provided by accounting to ensure no unauthorized transactions’ have been applied to IT related accounts.
• Process submission of IT/Firm member’s expense requisitions.
• Coordinate wire transfers/chq’s with accounting department.
• Maintain budget spreadsheet for software/hardware purchased throughout the year enabling ease for next year projections.

Communication Services:

• Act as a liaison between vendor and accounting department ensuring prompt payment and providing chq details –maintain good relationships
• Externally to the firm, the incumbent takes special interest in building relationships with vendors.

Management of Workflow:

• Organizes own work, set priorities, work independently on a day-to-day basis, meeting critical deadline and balance multiple objectives.

Filing Assistance:

• Manages filing of varies software/hardware agreements, leases, correspondences and meeting summaries related to the aforementioned.

Qualifications:

• A University / College degree or equivalent work experience.
• Minimum of 2 years’ experience working in a law firm environment.
• Proven analytical skills and demonstration of sound judgment.
• Strong organizational skills and attention to detail with the ability to prioritize multiple demands.
• Ability to work independently, follow instructions with minimal supervision and take initiative
• Willingness to learn and contribute to a team
• Strong verbal communication and listening skills.
• Diplomacy, discretion and a team-oriented, flexible approach.
• Ability to work across multiple time zones.
• Strong computer skills and proficiency with MS Word, Excel, PowerPoint and Outlook. Knowledge of Lotus Notes Visio, and Document Management System is an asset.
• Demonstrated ability to manage high-level travel arrangements and Outlook calendar updates, including multiple international time zones
• Proven ability to work in a team environment
• Ability to thrive in a fast-paced and dynamic work environment
• Proven ability to organize, prioritize, multi-task, drive tasks to completion and change priorities with minimal supervision

Miller Thomson LLP is an equal opportunity employer and is committed to diversity, inclusion, and accessibility.

While we thank all applicants for their interest, due to the high volume of applications we receive, we are unable to respond to queries individually and only those selected for an interview will be contacted. No phone calls or agencies please.

Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities. If you require an accommodation, please inform our Talent department of the nature of accommodation that you may require, to ensure your equal participation.

Company: Miller Thomson

Expected salary:

Location: Toronto, ON

Job date: Sun, 17 Oct 2021 04:16:19 GMT

Job Source: Careerjet.ca

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