Job Description

Who We Are:

Aird & Berlis LLP is a prominent Canadian business law firm located in the heart of Toronto’s and Vancouver’s financial districts. With over 250 lawyers, business advisors and patent agents, we serve clients across Canada and globally.

What We Believe In:

The firm is committed to ensuring that all members of the Aird & Berlis LLP community feel valued, respected and supported. We are a dedicated group of diverse individuals who care about each other, the work we produce and the client service we provide. We go to great lengths to foster a professional, supportive environment for all firm members so you can focus on the important things: client service, your career and your life.

What We Are Looking For:

Aird & Berlis LLP is currently looking to hire an Office Assistant in our Vancouver office. This position is responsible for front-of-house reception, meeting and event coordination, general office logistics, and administrative support. The Office Assistant also provides backup support to legal assistants and the Office Administrator as required. This is a highly collaborative, service-oriented role suited to someone who is organized, proactive, and comfortable managing multiple priorities in a professional legal environment.

Responsibilities:

Reception & Front Desk

• Serve as the first point of contact for clients, visitors, and vendors, both in person and by phone
• Greet and direct visitors in a professional and welcoming manner
• Answer, screen, and route incoming calls and messages
• Manage incoming and outgoing mail, couriers, and deliveries

Legal Assistant & Administrative Backup

• Provide backup support to legal assistants during peak periods or absences (e.g., document preparation, filing, scanning, and other administrative tasks)
• Assist with general administrative duties as assigned

Meeting Room & Catering Coordination

• Manage meeting room bookings, schedules, and setup
• Ensure meeting rooms are clean, organized, and properly equipped
• Coordinate catering orders for internal and client meetings, including setup and cleanup
• Liaise with vendors to ensure timely delivery and service

Office Operations & Logistics

• Assist with day-to-day office logistics, including office supplies, equipment, and facilities needs
• Support firm events and internal meetings as required
• Assist with maintaining a professional and well-organized office environment
• Ensure the office kitchen and common areas are tidy, well-organized, and properly stocked, including regular restocking of supplies and maintaining a consistent inventory
• Act as backup to the Office Administrator during absences, ensuring continuity of office operations
• Support administrative processes and special projects as directed by the Office Administrator
• Perform other duties and responsibilities as assigned
• Produce the highest quality of work
• Accountable for all work assigned
• Takes initiative
• Confidential

Requirements:

• Completed post-secondary education ideally in legal administration
• Previous experience within a professional services environment is preferred
• Required to work in office 5 days a week (Monday-Friday)
• Flexibility to adjust work hours as needed to support meetings, events, and coverage requirements
• Handle time pressure situations and stress of multiple demands
• Ability to lift 50 pounds

Skills:

• Microsoft 365 suite of applications
• Strong verbal and written communication
• Ability to problem solve
• Good judgement and decision making
• Strong interpersonal skills
• Organized
• Resourceful
• Detailed

Compensation:

The salary range for this position is $45,000-$50,000 annually; the base pay offered may vary depending on job-related knowledge, skills, experience, and internal and market equity.

Why You Should Apply:

• Opportunities for growth and on the job training and development
• Competitive compensation and benefits package
• We pride ourselves on being a mid-sized firm with a family feel
• Active involvement in our community with opportunities to volunteer
• Mentor program
• Wellness programs

Any offer of employment will be conditional upon a criminal background check.

We will review applications as they are received and all applications will be kept on file. Only those candidates selected for an interview will be contacted.

Aird & Berlis LLP is committed to providing equal access to employment. If you require accommodation, please contact ckelly@airdberlis.com and we will work with you to provide accessibility support.