Executive Assistant

1 month ago

Whitby, Canada Russell Alexander Collaborative Family Lawyers Full time
About Us
We are a leading family law firm in Ontario, Canada, dedicated to providing compassionate and strategic legal services to clients navigating complex family law matters. Our firm is committed to excellence and strives to deliver exceptional results. We are seeking a highly organized and proactive Executive Assistant to support our team.

Key Responsibilities
· Calendar Management: Manage and prioritize the Founder's calendar, scheduling meetings, court appearances, and client consultations, ensuring seamless coordination and accommodation of last-minute changes.
· Appointment Coordination: Coordinate and schedule appointments with clients, opposing counsel, and external parties, ensuring efficient time management and effective communication.
· Travel Arrangements: Handle all aspects of domestic and international travel, including booking flights, accommodations, and ground transportation, ensuring smooth and efficient travel experiences.
· Event Coordination: Assist in organizing professional engagements such as conferences, seminars, and networking events, liaising with event coordinators, booking venues, and handling logistical details, ensuring that the Founder is well-prepared for each event.
· Administrative Support: Provide comprehensive administrative support, including drafting legal and non-legal correspondence, preparing documents, handling phone calls, and managing emails, ensuring timely and effective support to the Founder.
· Committee & Initiative Support: Assist the Founder with their involvement in various internal and external committees and initiatives, scheduling meetings, preparing agendas, and taking detailed minutes for action follow-ups.
· File and Document Management: Maintain an organized system for both physical and electronic files, ensuring that important legal documents, contracts, and correspondence are easily accessible for the Founder and the legal team when needed.
· Communication Liaison: Act as the first point of contact for the Founder, managing communications on their behalf, filtering and prioritizing incoming inquiries, and ensuring that urgent matters are handled promptly while less pressing issues are delegated or scheduled for later.
· Expense Management: Track and manage the Founder's expense reports, ensuring that all expenditures are documented accurately, handled submissions, and coordinated reimbursements in a timely fashion.
· Operational Support: Take on additional responsibilities to support the overall operations of the firm, including assisting with special projects, managing deadlines, and coordinating with other teams.

Requirements
· Experience: A minimum of 3-5 years of experience in an executive assistant role, preferably within a legal or professional services environment, with experience supporting senior leadership in fast-paced, high-pressure environments.
· Education: A post-secondary degree or diploma in business administration, legal administration, or a related field is preferred, with legal-specific training being an asset.
· Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal software, with familiarity with cloud-based document management systems and time-keeping software being a plus.
· Organizational Skills: The ability to multitask and manage competing priorities in a fast-paced environment, with strong attention to detail and a proactive approach to solving problems.
· Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with clients, court personnel, and other stakeholders.
· Discretion and Confidentiality: The ability to handle sensitive and confidential information regularly, with discretion and trustworthiness being paramount in this role.
· Adaptability: The ability to work both independently and collaboratively, and be flexible to handle changing priorities, taking initiative and making decisions when required.
· Relationship Management: The ability to build and maintain positive working relationships with internal team members, external partners, and key stakeholders, with a high degree of professionalism being expected at all times.

Benefits
We offer a competitive salary, comprehensive health benefits, paid vacation and personal days, and opportunities for professional development and growth.

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