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Executive Assistant
2 weeks ago
Job Description:
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 ofToronto. McCarthy Tétrault employees benefit from a hybrid work environment.
As an Executive Assistant you will be:
- Documents_
- Preparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions, in accordance with the requirements set by the practice group.
- Coordinating and dispersing tasks to be performed by various resource groups such as the Document Specialists, Administrative
- Clerks, Billing Analysts, etc. where appropriate while ensuring tasks are completed in a timely manner.
- File and Time Management_
- Managing files including: opening new files, maintaining large and complex files, developing, maintaining and utilizing an orderly filing and retrieval system to ensure ease of reference to historical paper or electronic records, organizing law and precedent files.
- Working with Records Management and Administrative Clerks to create, maintain and store client files as appropriate.
- Updating calendars, including meetings, appointments, due dates and clientrelated activities.
- Lawyer / Client Support_
- Attending to travel arrangements and ancillary arrangements including preparing itineraries and travel expense reports in accordance to preferences, in coordination with the Firm's travel resources and in compliance with Firm and client travel policies. Reconciliation of credit card statements and receipts as may be required.
- 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 audiovisual equipment.
- Reviewing and routing incoming mail and fax communications; preparing and processing outgoing mail and faxes; and arranging for specialized mail or messenger services as required.
- Receiving, handling, screening and/or directing incoming calls as directed; responding to routine inquiries and requests from clients; and taking messages as required.
- Financial and Administrative Functions_
- Assisting with the preparation and finalization of time entry if required on a daily basis according to firm standards in preparation for Billing Assistant to process.
- Working with Finance to coordinate new Client and Matter openings (KYC);
- Billing related activities such as confirming prebill information, contacting and following up with clients regarding invoices.
- Coordinating activities with functional area staff (Office Services, Marketing, etc.), as needed.
- Support Duties_
- Setting regular meetings with CFO\Lawyer(s) and managing complex schedule and workload to ensure they are adequately prepared for meetings. Anticipating needs to efficiently maximize time by managing a priority list\schedule and workload to ensure information is adequately prepared for meetings, including briefing on daily\weekly schedule and creating, managing and coordinating receipt of required documentation and materials in advance of meetings. Establishes a systematic method to track time commitments and the completion of tasks. Independently manage calendars by scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate.
- Coordinating and arranging for onsite and external meetings, conferences and events. Coordinating logistics of internal and external conferences, meetings and events (e.g., communication, location, meals, technical equipment, materials, RSVPs, and travel), with mínimal to no guidance. Attends onsite at venue to confirm logístical arrangements, as needed.
- Coordinating business development activities with internal lawyers, teams and functional area staff (Office Services, Clients & Markets etc.) as needed to ensure efficient execution of client entertainment, client distribution lists, conference support, coordinating attendance at events, event planning, managing sponsorship requests as received.
- Drafting, revising and organizing a variety of practice management, business development and client related documents.
- Managing firm and client confidential information.
- Supporting CFO\Lawyer(s) responsibilities may require availability beyond regular working hours to manage and respond to requests in a timely manner.
- Legal As
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