Chief of Staff/ Director of Operation

Role Overview

This is a newly created Chief of Staff/Director of Operations role at an established law firm, designed for a highly capable operations professional who wants genuine ownership of a function they can shape from the ground up. Reporting directly to firm leadership, you will serve as the operational backbone for a team of eight lawyers and supporting staff, ensuring the firm runs smoothly, compliantly, and efficiently every day. The scope of this role is genuinely broad — spanning office operations, HR coordination, compliance and Law Society filings, insurance management, and general administration — meaning no two weeks will look the same. What makes this opportunity distinctive is the combination of real autonomy, direct visibility with leadership, and the chance to build processes and systems that will define how this function operates for years to come.

About the Company

This is a stable, established law firm that has been serving clients since 2016 with a strong track record and loyal client base. The firm operates with a collaborative culture where great operations work is noticed and appreciated, and where team communication, learning, and recognition are woven into day-to-day life.

Key Responsibilities

• Manage the full scope of day-to-day office operations — including supplies, facilities, vendor relationships, and building management liaison — ensuring the physical environment supports a professional and productive workplace at all times.


• Own vendor contract management across a range of service providers (courier, shredding, IT support, photocopier, and cleaning services), including renewals, performance oversight, and coordination of IT equipment procurement and staff IT requests.


• Coordinate all HR logistics in partnership with an external HR consultant, including posting job advertisements, scheduling interviews, preparing offer letters, and managing the end-to-end onboarding experience for new hires.


• Maintain employee records in compliance with privacy legislation, track vacation, sick leave, lieu time, and other absences, and support offboarding processes to ensure clean and compliant exits.


• Coordinate the firm's annual Law Society of Ontario reporting obligations, including the firm's annual report filing, tracking lawyer CPD hours against upcoming deadlines, and managing articling student rotation records.


• Manage the firm's insurance portfolio, including the annual LAWPRO professional liability renewal, office property and general liability renewals, and acting as the primary liaison with brokers for any claims or queries.


• Oversee general firm administration including managing the firm inbox and phone system, coordinating lawyer travel, organizing staff meetings with agendas and minutes, and maintaining the firm policy manual and precedent binders.


• Plan and coordinate firm events — including the annual holiday party, client events, and team activities — as well as managing boardroom and communal space bookings and catering arrangements.

What We\'re Looking For

• 3+ years of office administration or operations experience, ideally gained within a law firm or professional services environment, where you have developed a strong understanding of the pace, confidentiality requirements, and operational complexity these settings demand.


• Demonstrated ability to manage multiple competing priorities simultaneously, with a track record of staying organized and delivering across a wide range of responsibilities without dropping the ball on recurring or time-sensitive tasks.


• Strong working knowledge of Microsoft Office 365— including Outlook, Word, Excel, and Teams — used daily to manage communications, track information, and support firm-wide administration.


• Experience coordinating HR processes, including onboarding, employee file management, leave tracking, and offboarding, with an understanding of the privacy and compliance obligations that come with handling sensitive employee information.


• Proven vendor and facilities management experience, including the ability to manage contracts, hold service providers accountable, and proactively address facilities issues before they become disruptions.


• Excellent written and verbal communication skills, with the ability to communicate professionally with lawyers, staff, vendors, and external stakeholders across a range of situations.


• A high degree of discretionwhen handling confidential firm and client information, with a clear understanding of the professional and ethical standards expected in a legal environment.


• A proactive, self-directed work style— someone who takes full ownership of recurring responsibilities without needing reminders and who actively identifies and flags opportunities to improve firm processes.

Nice to Haves

• Familiarity with Law Society of Ontario compliance requirements(CPD tracking, annual firm reports) — this would allow you to hit the ground running on the compliance coordination aspects of the role with minimal ramp-up time.


• Experience with legal practice management softwaresuch as Clio or a comparable platform, which would be an asset given the firm\'s legal operating environment.


• HR administration coursework or a CHRP designation(or progress toward one), which would complement the HR coordination responsibilities and demonstrate a structured understanding of employment best practices.


• Bilingual in English and French, which would be an advantage in a professional services context where communication with a diverse range of contacts may arise.

What\'s on Offer

• Competitive salary, $100-120k with a benefits package


• A newly created role with genuine ownership — you will define how this function is built and run


• Direct working relationship with firm leadership and high visibility within the organization


• A stable, established firm with a strong client base and a track record dating back to 2016


• A supportive workplace culture where team communication, learning, and appreciation are part of everyday life

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