I run two law firms and a small group of related ventures. Ramachandran Law Professional Corporation is a full-service Ontario firm; Serene Law P.C. is our family law practice; alongside them sit a marketing company and several other entities across Canada and abroad. There is a strong operations team and a case management team running the day-to-day of the firms.
What there isn't yet is one person whose whole job is closing my loop.
That's this seat. Your day-to-day work comes from me — my priorities, my calendar, my commitments. Our Director of Operations sets the standards you work to, owns your performance reviews and development, and is who you go to on process, systems, and how work moves through the firms. You keep the calendar honest, catch what comes at me from every direction, make sure nothing I've committed to quietly dies, and take the administrative and personal load off my desk so I can spend my hours on clients, teaching, and growth. You'll sit close to how a professional services business actually gets run, and the person who does this well is on a path toward a Chief of Staff role as the group grows.
HOW I WORK — PLEASE READ THIS PART CAREFULLY
I'd rather be upfront than have you find out in week two.
I move fast. I'm a whirlwind. I will change direction mid-morning, hand you three things in the same breath, and ask about a fourth I mentioned yesterday in passing. Priorities shift because the work shifts — a client emergency, a court date, a deal that moves. I don't slow down easily, so the person in this seat has to keep up: catch what I throw, write it down before it evaporates, ask me the clarifying question in the moment rather than an hour later, and tell me plainly when something has to give.
None of that means chaos for you if you're organized. It does mean this is not a quiet, one-thing-at-a-time job, and it's not for someone who needs a settled plan before they can start. If that pace sounds energizing rather than exhausting, you'll do well here — and you'll learn more in a year than most people do in five.
WHAT YOU'LL DO
Own the calendar and the inbox
- Manage and defend a heavily booked calendar across multiple businesses; schedule, reschedule, and protect blocks of focused time
- Triage incoming email, messages, and calls; draft replies, route what belongs elsewhere, escalate what genuinely needs me
- Manage the firms' WhatsApp Business accounts day to day — monitor the inboxes, answer routine enquiries, capture new leads into our system, keep threads and groups organized, and flag anything urgent to me immediately
- Prepare me for each day and each meeting — who, why, what's outstanding, what decision is needed
Drive tasks to completion and report back
- Track every task I assign — to staff, to outside counsel, to vendors — and follow up until it is finished, not just acknowledged
- Chase outstanding items proactively rather than waiting to be asked; escalate blockers to me early with the context I need to unblock them
- Maintain a live list of open items across all businesses, and give me a written status report on a set cadence — what's done, what's stuck, what needs a decision from me
- Take notes in meetings, capture action items with owners and deadlines, and circulate them
Run the logistics
- Book travel, coordinate events and appearances, manage registrations and deadlines
- Handle expenses, receipts, and reimbursement paperwork; liaise with our bookkeeper Coordinate personal and family scheduling and errands alongside business commitments — the two calendars are one calendar
- Run errands for me and for the firms — court and registry drop-offs, couriers and the post office, bank and office supply runs, client deliveries, pick-ups for the office, and personal errands on my behalf
- Drive between our offices, courts, and client meetings; some days involve a fair bit of time in the car
Keep my personal finances in order
- Track personal accounts, bills, subscriptions, and recurring payments; make sure nothing is missed or paid twice
- Organize receipts and statements, code personal versus business expenses, and keep clean records for the bookkeeper and accountant
- Prepare simple monthly summaries of where things stand and flag anything that looks off
- Coordinate with our bookkeeper, accountant, bank, and insurance contacts on my behalf, and chase paperwork through to completion
Support the business
- Prepare documents, presentations, and correspondence
- Work closely with the Director of Operations on process, systems, and scheduling, and with the Case Management Lead so nothing falls between my desk and theirs
- Work comfortably across two lines — I assign the work, the Director of Operations sets the standards and manages your performance — and flag it early when the two pull against each other
- Pick up special projects — research, vendor comparisons, event planning, process clean-up — as they come
WHAT WE'RE LOOKING FOR
- Pace: you can keep up with a fast-moving, frequently changing day without losing the thread or getting rattled
- Exceptional organization and follow-through — you are the person who remembers the thing everyone else forgot
- Strong written and verbal communication; you can write a clean, professional email in my voice
- Sound judgment about what's urgent, what's important, and what can wait, and the confidence to make that call and be told when you got it wrong
- Absolute discretion — you will see confidential client, business, and personal information every day, including personal financial information Accuracy with numbers and records: you can keep a clean ledger of bills, receipts, and expenses and notice when a figure doesn't look right
- Comfort with technology: Microsoft 365 or Google Workspace, calendars, document management, WhatsApp Business, and a willingness to learn our systems (Clio and others)
- A valid Ontario driver's licence and reliable access to a vehicle — driving and errands are a real part of this job, not an occasional extra
- Availability to work in person from our Scarborough office, with flexibility for the occasional early start, late finish, or off-hours message
- Post-secondary education in business, legal studies, communications, administration, or a related field, or equivalent practical experience
- Prior experience supporting a senior executive, business owner, or lawyer is an asset, not a requirement
- Willingness to sign a confidentiality agreement and to complete a background check, given the financial and confidential nature of the role
WHAT THIS ROLE IS NOT
This is not a passive administrative seat, and it is not a stepping stone that runs itself. You will be busy. You will be pulled in several directions in a single day, plans will change on you, and you will be trusted with real responsibility early. Some days you'll be at a desk; some days you'll be in the car running things across the city. If you want a predictable, narrow scope and a quiet inbox, this isn't the right fit. If you want to learn how a business is actually run by standing next to the person running it, it is.
Pay: $45,000.00-$55,000.00 per year
Benefits:
- Mileage reimbursement
- On-site parking
- Paid time off
Application question(s):
- 1. Do you have a valid Ontario driver's licence and reliable access to a vehicle
- 3. How many years of experience do you have in an administrative or assistant role?
- 4. Are you comfortable with a fast-paced role where priorities change during the day?
- 5. Are you willing to undergo a background check?
Location:
- Scarborough, ON M1B 3V4 (required)
Work Location: In person
