Executive Assistant

2 weeks ago

Toronto, Canada Green and Spiegel LLP Full time

Green and Spiegel, Canada’s preeminent immigration law firm, sets the gold standard in the highly specialized area of immigration law. With a team of 120 talented individuals, the firm guarantees that each and every client receives top notch service. Given the breadth and depth at the expertise at Green and Spiegel, there is no case too complicated or too large for the firm to handle. The firm reflects the diversity of the clients they serve and can provide services in approximately 30 languages. Knowing that you are having a significant role in helping people at a critical point in their lives, makes working at Green and Spiegel a very exciting and rewarding place to work. Come join the team

The Executive Assistant will be reporting to the Senior Manager, Business Immigration and Development.

**Responsibilities**:

- 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 audio-visual equipment.
- Managing files including: opening new file and retainer agreements, developing, maintaining and utilizing an orderly filing system.
- Updating calendars, including meetings, appointments, due dates and client-related activities.
- Support Duties_
- 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.
- Coordinating business development activities as needed to ensure efficient execution of client entertainment, client distribution lists, conference support, coordinating attendance at events, event planning.
- Drafting, revising and organizing a variety of practice management, business development and client related documents.
- Managing firm and client confidential information.

**What the Firm Has to Offer You**:
Green and Spiegel embodies the “work hard, play hard” mentality. It’s no secret that people in high spirits tend to produce great work. We understand the challenges that come with a fast-paced work environment - we highly value work/life balance at Green and Spiegel and encourage our employees to do the same. Our firm offers many perks including:

- Collaborative and collegial culture
- Competitive salary, comprehensive benefits package, and RRSP matching program
- Wellness and social perks including peer-to-peer and firm-wide recognition programs, monthly birthday celebrations, wellness sessions, staff appreciation week, etc.
- Diverse work with lots of autonomy
- Mentorship and room for advancement and learning
- Exposure to Canada’s largest and oldest immigration law firm

**Skills and Qualifications**:

- 3+ years previous administrative experience supporting Senior Executives.
- Ability to consistently produce high quality work within tight deadlines.
- Highly organized and detailed oriented.
- Accustomed to a fast-paced environment and constantly shifting priorities.
- Proactive, efficient, and always maintain a high degree of confidentiality.
- Proven ability to work in a team environment and provide excellent customer service to internal and external customers.
- Strong verbal and written English communication skills are a must.
- Knowledge of computer software: MS Word, Excel, and Powerpoint.
- College or University graduate.

To apply, please submit your cover letter and resume to this posting. Please do not contact the firm directly. No agencies please.

Green and Spiegel LLP is committed to building a diverse workforce representative of the communities we serve. We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. Accommodation will be provided in all parts of the recruitment and assessment process (if applicable) as required under Green and Spiegel LLP's accessibility policies and procedures. Applicants must make their accommodation needs known upon requests for interviews.

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