Senior Administrator

2 months ago

Old Toronto, Canada The Brattle Group Full time

The Brattle Group, a privately held, global economics consulting firm, is looking for a Senior Administrator to join our Toronto, ON office. This position is primarily responsible for project coordination and administrative support of Principals in the assigned Management Group.  As a Senior Administrator you will be accountable for assisting Principals by facilitating various day-to-day administrative responsibilities as well as providing a wide range of support to their projects, their teams, and practice area. The position requires demonstrated organizational, time management and communication skills, as well as the ability to prioritize and execute numerous projects and deliverables. The ideal candidate will be a self-directed individual who thrives in a dynamic environment that also provides autonomy and accountability.  The position has additional office/facility-related responsibilities as detailed below.

This position takes day-to-day direction from the Principals and reports to the Manager of Business Support Services. The Senior Administrator is a member of the Business Support Services team, provides back-up support as needed, as well as general administrative support.

Some of the day-to-day responsibilities of this role include:

  • Initiate and/or coordinate project start forms, conflict checks, engagement letters and proposals with Principals
  • Manage monthly invoicing and project budgets with Project Managers and/or Associates assigned to cases
  • Manage all project files from inception including, but not limited to, contracts and confidentiality agreements and ensure they are signed by all appropriate parties
  • Document production including proposals, erratas, subpoenas, affidavits, and testimony. Also provide editing and proofreading support as requested
  • Coordinate extensive domestic and international travel for Principals (and occasionally other team members) to client meetings and/or marketing opportunities
  • Prepare and submit expense reports and assist Principals with expense approvals
  • Manage Principals’ calendars including day-to-day schedules/tasks and suggest ways to maximize Principals’ time
  • Work closely with Principals to manage their contacts
  • Coordinate, prepare agendas, create PowerPoint slides, and attend meetings; provide catering and meeting set-up as needed; document and distribute action items from practice area meetings to attendees and any necessary follow-up
  • Work cross functionally with other offices and departments such as Accounting, Legal, and Marketing to ensure all project or corporate obligations are met both individually and for principals
  • Provide back up support and coverage for the Office Manager as needed:
  • Liaise with building management for day-to-day facility issues, ensure building list accurately reflects current employee list. Manage, issue, and remove access badges as necessary
  • Maintain relationship with local equipment vendor contacts and maintenance personnel, assess needs and recommend any additions to furniture, equipment or replacement as needed. Record, monitor, and enforce warranties; work with legal department to ensure all COIs are current and submitted to building
  • Coordinate with the IT department on troubleshooting issues, monitoring and maintaining server room temperature and equipment inventory, addressing issues with alarms and power shutdowns, and on the implementation of new equipment or software
  • Manage office seating, determine new employee seat assignments and ensure they are properly set up with permanent office space, furniture, file space, per the corporate standard
  • Provide Reception coverage and back-up support to other BSS team members in their absence and/or when their workload necessitates support
  • Assist with BSS initiatives as needed

THE CANDIDATE

  • Bachelor’s Degree preferred; will consider experience in lieu of degree
  • Requires a minimum of three (3) years executive/senior-level administrative experience, preferably in a professional services field and team environments
  • Project coordination experience desired
  • Advanced knowledge of Microsoft Word, PowerPoint, and Outlook required, solid understanding of MS Excel expected
  • Database and budget tracking experience expected
  • Familiarity with CRM database software is preferred
  • Ability to thrive in fast-paced office environment handling multiple tasks and demands concurrently
  • Must be able to work independently and exercise appropriate judgment as necessary and elevating as required
  • Strong professional communication skills, both written and oral
  • Acute attention to detail skills and the ability to produce visually appealing error-free work required
  • Evening/weekend work may be expected/required
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