Administrative Assistant, People and Culture - Bilingual (EN/FR)

We are seeking a Bilingual Administrative Assistant, People and Culture to join the team in our Toronto Office.

The Administrative Assistant plays a pivotal role in acting as the liaison People and Culture and the firm, ensuring smooth communication and prompt resolution of all queries. Provides a range of administrative services in support of the department initiatives and activities delivering service excellence. 

The Administrative Assistant, People & Culture provides comprehensive administrative and coordination support to the People & Culture team, helping to ensure the efficient delivery of human resources programs, services, and initiatives. This role is responsible for maintaining employee records, coordinating onboarding activities, supporting employee engagement initiatives, scheduling meetings, preparing documentation and reports, and responding to routine employee inquiries and internal procedures.

The Administrative Assistant acts as a key point of contact for internal stakeholders and contributes to creating a positive employee experience by providing timely, accurate, and confidential administrative support. The role requires strong organizational skills, attention to detail, discretion in handling sensitive information, and the ability to manage multiple priorities in a fast-paced environment.

By supporting day-to-day operations, the Administrative Assistant helps foster a collaborative, inclusive, and employee-focused workplace culture while ensuring compliance with organizational policies and procedures.

This role primarily supports the work of team members within the People and Culture Operations and Legal Talent departments across the Eastern offices.

Key Responsibilities:

Department Administration and Customer Service

• Provide a wide range of administrative support, including preparing correspondence, reports, and presentations; organizing and scheduling meetings; resolving scheduling conflicts; and providing general administrative and technical support.
• Prepare Personnel Change Notices (PCNs) for employee hires, departures and various employment changes.
• Prepare and submit payroll for GTA offices.
• Maintain centralized and confidential departmental documentation and records within the Document Management System (iManage).
• Respond to telephone and email inquiries, provide general information, and ensure timely follow-up on information requests.
• Monitor and manage the People & Culture shared inbox.
• Prepare and coordinate outgoing shipments, courier packages, and mail, when required.

Program Assistance

• Coordinate and administer employee milestones, service award, and recognition programs.
• Monitor employee anniversary dates, order recognition gifts, update program materials, coordinate speakers, book meeting spaces, and arrange catering services as required. 
• Provide administrative and coordination support for national People & Culture programs, initiatives, and projects.
• Assist with the planning and execution of employee engagement activities and events.

Onboarding Support

• Coordinate with other service departments to ensure smooth onboarding.
• Coordinate workstation, office, and seating arrangements to ensure new employees are fully prepared for their start date. 
• Support onboarding activities and new hire orientation processes. 
• Provide administrative assistance during the annual performance review cycle, including tracking deadlines and following up on outstanding documentation.
• Maintain accurate onboarding and performance-related records.

Expense Coordination

• Process and reconcile monthly departmental expenses in accordance with company policies and procedures.
• Maintain accurate expense records and supporting documentation.

Special Projects

• Working collaboratively with the People and Culture team on special projects and departmental initiatives.
• Assist with the research, coordination, implementation, and administration of assigned projects.

What You'll Bring:

• 2-3 years’ experience in an administrative support role, ideally within a Human Resources environment. Post-secondary education in Business, Administration or Human Resources.
• Experience working in a law firm or professional resources an asset.
• Bilingual (English and French) with excellent written and verbal communication skills.
• Excellent organizational, time-management and coordination skills.
• Strong attention to detail and ability to work with and understand confidential information.
• Advanced technical skills in MS Office – Word, Excel, PowerPoint.
• Strong reporting and analytical skills.
• Strong understanding of HRIS systems and the ability to quickly learn new tools and software.
• Forward-thinking and innovative with ability to find ways to deliver customer service excellence.
• Creative problem-solving skills.
• Comfortable with the use of AI tools.