Executive Assistant
Toronto, ON
AC-17279
Our client, a downtown Toronto Business Law Firm, is looking for an experienced Executive Assistant. This role will be supporting a very busy and demanding international practice requiring a very organized individual who is able to juggle a variety of tasks at the same time with ease and confidence. This fast-paced position requires attention to detail and sometimes work outside of regular working hours due to international travel. Strong communication skills providing regular updates on status of work and ability to problem solve as necessary. While part of a team, this position works quite independently to meet position objectives and therefore needs to be a true self-starter.
Responsibilities:
Emails, Mail & Phone Calls
- Manage emails by responding, prioritizing and filing, in a timely manner.
- Handle a large amount of incoming calls
- Open and action physical mail
Scheduling of Appointments
- Schedule new client meetings, build relationships, and manage client requests
- Liaise with clients and lawyers to ensure all documentation is completed or directed accordingly, in a timely manner
- Manage high volume of calendar management
Document Preparation
- Ensure that necessary documents/materials are available for client meetings
- Coordinate minute book requests, document delivery and signature requests
- Ensure all files are organized, up to date and easily available
- Keep all paper filing up to date
- Submit vaulting requests for Wills, Trusts and Power of Attorneys
Track Active Files
- Manage, update and organize an excel spreadsheet to record the status and progression of active files
- Regularly provide status of files and identify next steps including setting up calls
- Track quotes for incoming work
Administrative Work
- Manage lawyers CPD requirements, annual LSO reporting and Biennial reporting for the Quebec Bar
- Manage audit inquiry requests
- When required: perform conflict checks, open new files, retrieve matter numbers using internal systems
- Some requests for personal tasks may be required
Requirements:
- Minimum four (4) years’ previous experience as an executive assistant preferably in a legal or professional services environment
- Successful completion of a related post-secondary Office Administration or Legal Assistant program
- Handle high pressure situations and stress of multiple demands
- Cross-train with other roles on the team for sick/vacation coverage
- Ability to work in the office on a regular basis
- Ability to work overtime as required
Skills:
- Microsoft 365 suite of applications
- Zoom and Teams
- DocuSign
- Accounting and Expenses Software
- Ability to problem solve
- Good judgement and decision making
- Strong interpersonal skills
- Organized
- Resourceful
- Detailed
Employment Equity Statement
Our client is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.
To express interest in this opportunity, please click on the "Apply Now" button below.
For more information, please contact Devyn Kelly, Recruitment Specialist at dkelly@kbrs.ca or 647 480 1719. If you require accommodation to participate in the recruitment process, please let Devyn know.
Meridia Recruitment Solutions connects leading organizations with top talent by building strong relationships and creating ideal matches with candidates because we are only successful when you are.
We appreciate your interest in this opportunity.
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