Executive Assistant

4 weeks ago

Toronto, Canada Osler, Hoskin & Harcourt LLP Full time

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path.

Osler is currently recruiting for an Executive Assistant who will report to the Chief Financial Officer, Chief Human Resources Officer and Chief Information Officer, providing a wide range of executive and administrative support duties, including handling sensitive information.

Major Responsibilities

Meeting and Travel Management

  • Manages three busy calendars and maintains bring forward systems for action items
  • Organizes and supports meetings, often with multiple parties, including sending out invitations and arranging logistics (meeting rooms, AV/VCON, food, etc.)
  • Prepares meeting materials, such as PowerPoint presentations, reports and agendas, and ensures all necessary materials are prepared and distributed
  • Co-ordinates and/or supports department and committee meetings, including Toronto’s Social Committee
  • Makes travel arrangements and processes related expenses

Administrative Support

  • Coordinates budgets, monitors expenses and processes invoices for the departments
  • Prepares correspondence and documents (in Word and Excel)
  • Purchases items as directed, tracks shipments, codes invoices for processing
  • Participates in administrative tasks that include formal communications (e.g., emails, internal postings); may also include recording and collating responses to communications
  • Provides administrative support to team members in the portfolios as required, including back-up to HR Admin Assistant
  • Maintains electronic and paper files
  • Supports special projects (e.g., Student Achievement Awards) and assists with project co-ordination and execution as required

Position Requirements

Education and Experience

University degree or College diploma in business administration or related discipline and several years of related experience, preferably in a professional services environment. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

  • Superior ability to proactively prioritize and organize work and effectively manage multiple tasks with conflicting deadlines and changing priorities
  • Strong analytical skills and the ability to solve problems and think creatively; ability to accurately summarize information
  • Strong detail orientation and demonstrated accuracy
  • Ability to take initiative and work independently with minimal supervision
  • Exceptional interpersonal skills with ability to communicate clearly using discretion, tact and courtesy, as this role is exposed to confidential issues daily
  • Excellent teamwork – ability to work with all Firm stakeholders and internal departments
  • Excellent computer knowledge including proficiency in MS Office including Word, Excel, Outlook and PowerPoint; knowledge of document management systems is an asset
  • Basic accounting and math skills in order to prepare invoices, process expense claims and draft budgets

Ongoing Professional Development

  • Keeps up to date with key relationships required by the respective Chiefs
  • Maintains an awareness of Firm policies and procedures pertinent to each Chief’s portfolio

We are currently working in a hybrid work arrangement, which includes a requirement to work partially in the office.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

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