Office Manager

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of Canada's Top 100 Employers and one of Canada's Best Diversity Employers. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position is based out of New York. McCarthy Tétrault employees benefit from a hybrid work environment.

Salary Range: $80,0000 - $105,000 based on experience.

As an Office Manager, you will be:

Lawyer / Client Support

• Preparing, editing, formatting, printing, scanning and revising legal documents.
• Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity.
• Performing conflict checks and opening new client matters.
• Assisting with the management of files and recordkeeping.
• Updating calendars for assigned lawyers, including their meetings, appointments, due dates and client-related activities.
• Coordinating lawyer travel arrangements and travel expense reports.
• Updating contact names and addresses in the client database on a regular basis.
• Coordinating client meetings, including scheduling rooms and arranging for needed catering or audio-visual equipment.
• Planning all firm client-related events in New York City, such as receptions and seminars.
• Overseeing transition of new lawyers on secondment in New York City (including the coordination of accommodations, benefits, payroll and visas).
• Coordinating Continuing Legal Education seminars and submitting all reports to the New York CLE Board.

Office Management

• Preparing and monitoring the day-to-day operations of the New York office.
• Collaborating with the Finance Department by overseeing financial management and planning including: Developing and monitoring the New York office annual budget; and managing monthly reporting including collecting and analyzing metrics/data related to the New York office plan.
• Managing relationships with multiple vendors and coordinate payment of invoices as well as any contracts that need to be negotiated.
• Managing supply orders and deliveries for the office.
• Managing IT services and technology provided to the New York Office.
• Liaising and working collaboratively with colleagues in other offices.

Human Resources

• Liaising with Human Resources regarding employee relations and associate transition issues.
• Coordinating with Insurance Broker to administer health benefits for employees in the office.
• Providing relevant information to payroll provider.
• Tracking and coordinating approval of business expenses and vacation.
• Reviewing reports to ensure that all professional reporting including Law Society and New York State Bar membership fees and filings are up to date and that all firm insurance policies and applicable liability insurance is in place for all contract lawyers.

Facilities Management

• Liaising with landlord and building maintenance staff.
• Liaising with landlord and building maintenance staff for associate apartments.
• Potentially assisting with transition to new office space in 2026 upon expiry of existing lease.

Other

• Maintaining and updating job knowledge and technical skills by identifying and participating in education opportunities.
• Other duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• Office administration, legal assistant or similar education.

• Minimum 3 years of experience as a legal assistant or as an assistant with experience ideally acquired in a professional services environment.

• Knowledge of Microsoft Office suite; experience with Carpe Diem or Salesforce an asset.

• Energy and enthusiasm.

• Good judgment, proactive approach to solve problems.

• Strong attention to detail and organizational abilities.

• Excellent social and communication skills.

• Ability to effectively prioritize work flow.

• Strong time management skills and ability to work under pressure to meet deadlines.

• Ability to work independently with minimal supervision.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply:

External candidates are encouraged to apply online.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.