Executive Assistant

2 months ago

Toronto, Canada Miller Thomson LLP Full time

We are seeking an **Executive Assistant** to join our **Toronto office**.

The position requires an extremely responsive, proactive and communicative individual who can demonstrate initiative, a “can do” attitude, strong communication and organization skills, along with a desire to work in and promote a client-first focused culture. Being a contributing team player is essential along with work-hour flexibility to accommodate business needs.

**Key Responsibilities**:

- Administrative and office support_
- Understands and keeps up-to-date with the business’ organization structure, policies, goals, and objectives.
- Analyzes memos, briefs, and reports received and sent; drafts presentations; prepares reports for the Executives; coordinates the preparation, production and presentation of these documents.
- Meets special interest and other groups and individuals on behalf of management, Executive Committee and Directors to identify problems and evaluates/recommends action.
- Prepares all materials for Executives in advance of meetings.
- Attends meetings to take notes when necessary.
- Acts as custodian of confidential Firm documents and records.
- Completes monthly expense reconciliation, credit card and out-of-pocket expenses, and assists in the management of vacation requests and expense approvals.
- Assists the Executives with invoice processing and budget reconciliation when necessary.
- Other duties as required.
- Service Excellence_
- Acts as a liaison and first point of contact with internal and external customers, vendors, and Firm members, interacts with them in a professional and timely manner.
- Acts as direct liaison with vendors/clients/partners.
- Event planning_
- Prepares agendas for the Executives' meetings, and makes the necessary arrangements for these meetings.
- Manages the Executives’ professional and personal calendar and meeting requests, coordinates appointments and ensures everything runs in a smooth, timely manner.
- Arranges complex travel and accommodations, and compiles documents for travel-related meetings.

**What you'll bring**:

- Post-Secondary Degree or Diploma and 5+ years of relevant experience or any combination of education and experience;
- Strong organizational skills and time management skills.
- Excellent proofreading skills (ability to check typed material for grammatical, typographical, spelling, word usage, and format errors).
- Ability to work independently, follow instructions with mínimal supervision and take initiative.
- Excellent multi-tasking skills.
- Positive attitude and detail-oriented.
- Problem-solving with mínimal supervision.
- Highly proficient using MS Office Suite.
- Exceptional oral and written communication skills and excels in relating with others.
- Demonstrated ability to manage high-level travel arrangements and Outlook calendar updates, including multiple international time zones.
- Extreme attention to detail and careful time management.
- Proven ability to organize, prioritize, multi-task, drive tasks to completion and change priorities with mínimal supervision.
- Ability to thrive in a fast-paced and dynamic work environment.
- Proven ability to work in a team environment.
- Manage confidentiality in a highly professional manner.

**What we offer**:
We believe in the importance of a Total Compensation package, ensuring our mix of salary, benefits and perks are competitive within the market as well as a work-life balance. We offer:

- A comprehensive Benefits package that includes Health, Dental and Vision Care, Employee Assistance Program, Life Insurance, Short Term and Long Term Disability Insurance, 3+ Weeks’ Vacation and 10 Personal Days;
- A Diverse and Inclusive Workplace;
- A Firm matching Group Retirement Savings plan;
- Childcare, eldercare and family resources to support you and your family;
- A wellness reimbursement program to foster employee well-being as well as a perks program through Perkopolis;
- Professional development opportunities through MT Learn;
- Flexible working options;
- Special appreciation events/celebrations;
- Charitable savings programs.

**Who we are**:
Miller Thomson LLP is one of Canada’s fastest-growing national business law firms, with offices located in Vancouver, Calgary, Edmonton, Regina, Saskatoon, London, Kitchener-Waterloo, Guelph, Toronto, Markham, Vaughan and Montréal. Our consistent ability to provide practical, creative and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff and the communities in which we practice, gives us a unique position in the Canadian legal industry.
- Miller Thomson LLP is an equal opportunity employer and is committed to equity, diversity, inclusion, and accessibility._
- Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities. If you require an accommodation, please inform our Tal

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