Executive Coordinator

1 week ago

Etobicoke Ontario, Toronto, Canada Loopstra Nixon LLP Full time

Loopstra Nixon LLP is a dynamic team of client-focused lawyers who play a pivotal role in shaping the landscape of business and public law in Canada. With a commitment to delivering exceptional service through tailored client solutions, our top-tier team of legal talent possesses unique and diverse skillsets, ensuring that clients can rely on us for any and every issue at hand. Adapting swiftly and always on call, Loopstra Nixon has evolved since its humble beginnings in a storefront office in Toronto, reaching its 50th year in 2023. Founded by Charles Loopstra and Sandy Nixon, the firm's growth has been fueled by ambition, hard work, and an entrepreneurial spirit.


We are currently seeking an Executive Assistant to join our Head Office. The Executive Assistant will provide comprehensive administrative support to our COO, playing a pivotal role in the efficient functioning of the COO’s office. This position requires exceptional organizational skills, a high level of professionalism, and the ability to handle sensitive information discreetly. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple priorities in a dynamic, fast-paced environment.


What you will be doing:


Administrative Support:

  • Manage the COO's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Coordinate and prepare materials for meetings, presentations, and conferences.
  • Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
  • Draft, review, and edit documents, reports, and presentations.

Project Management:

  • Assist in the planning and execution of special projects and initiatives led by the COO.
  • Track project timelines, deliverables, and ensure deadlines are met.
  • Liaise with internal and external stakeholders to gather information and provide updates on project status.

Operational Support:

  • Facilitate effective communication and coordination between the COO and business services teams, ensuring the COO receives timely and accurate updates on departmental projects and initiatives.
  • Conduct research and compile data to support decision-making and strategic planning.
  • Prepare reports and summaries of operational activities for review by the COO.

Event Coordination:

  • Organize and coordinate firm-wide events, meetings, and conferences, including logistical arrangements.

Office Management:

  • Ensure the COO's office operates efficiently and professionally.
  • Handle confidential information with the utmost discretion.

Relationship Management:

  • Serve as a point of contact between the COO and internal/external stakeholders.
  • Build and maintain strong working relationships with staff, lawyers, and vendors.


Qualifications:

  • Bachelor's degree in business administration, communications, or a related field.
  • Minimum of 3 years of experience in an executive/administrative assistant or coordinator role, preferably within a law firm or professional services environment.
  • Exceptional organizational and time management skills.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to work independently and as part of a team.
  • High level of professionalism and ability to handle confidential information.
  • Strong problem-solving skills and attention to detail.


Key Competencies:

  • Proactive: Anticipates needs and takes initiative without being prompted.
  • Detail-Oriented: Ensures accuracy and thoroughness in all tasks.
  • Multitasker: Capable of managing multiple priorities and deadlines effectively.
  • Communicative: Strong ability to convey information clearly and concisely.
  • Adaptable: Comfortable working in a fast-paced and dynamic environment.
  • Discreet: Maintains confidentiality and handles sensitive information with care.

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