About Our Client: Our client is one of Canada’s largest and most successful law firms.
Position Scope: The Executive Legal Assistant is responsible for providing day-to-day administrative support while maintaining a high degree of confidentiality. Responsibilities include managing calendars, meetings, expenses, events, presentations, travel and correspondence, and providing support on other Firm initiatives as required. This Assistant is expected to build effective working relationships with both internal and external stakeholders at all levels.
Responsibilities:
- Extensively managing calendars, triaging requests, ensuring the lawyers are briefed before meetings and that their day is on track and running according to schedule
- Reviewing and prioritizing correspondence and emails, including drafting responses where suitable and/or redirecting to the appropriate individual for response
- Scheduling and making work-related travel arrangements and ensuring travel tickets, itineraries and all required meeting documents are prepared in advance
- Coordinating meetings and events, including developing and distributing agendas, reserving meeting rooms, and preparing, compiling and distributing supporting documents
- Drafting and preparing speaking engagements
- Maintaining paper and e-filing systems
- Managing a large volume of business expenses and performing expense reconciliation
- Opening and closing files
Docketing and billing
- Working with various departments (i.e., finance and marketing), as needed
- Liaising with clients regarding invoices, collections and preparation of WIP/AR reports
Required Skills and Knowledge:
- Experience with multifaceted calendar management, booking meetings and events, and scheduling travel
- Strong ability to work well under pressure and on time sensitive deadlines in a high-performing environment
- Extremely motivated, adaptable, eager to learn and professional
- Exceptional working knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook) and aptitude in learning new technologies are required
- Exceptional (written and verbal) communication and interpersonal skills
- Excellent organizational and time management skills
- Strong attention to detail with the ability to prioritize and multi-task
- Strong searching abilities (i.e., emails, archives and document management)
- Ability to work independently and take initiative
- Willing to work flexible hours, as required
Education and Experience:
- College diploma, undergraduate degree, Legal Assistant/Executive Assistant diploma or equivalent is required
- Five or more years of experience providing support to executive/C-suite professionals from a fast-paced, professional services environment is required
- Corporate, Securities, Competition or Financial Services experience is an asset
Application Instructions:
To apply, please send a resume to Mary Cyriac at [email protected]
Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.
