Senior Administrative Assistant

Job DescriptionWe are seeking an experienced Senior Administrative Assistant to support our accident reconstruction and forensic consulting team. This role is ideal for a confident administrative professional who thrives in a fast‑paced, detail‑oriented environment and has experience supporting technical consultants involved in litigation matters.In addition to providing high‑level administrative support, this role will have oversight of one other administrative team member, offering day‑to‑day guidance, workflow coordination, and support coverage as needed.Reason for vacancy: Position to replace an upcoming vacancy.Key Responsibilities:Senior Administrative & Operational SupportProvide senior‑level administrative support to accident reconstructionists and engineersManage calendars, meetings, travel arrangements, and court / examination datesPrepare, edit, format, and proofread correspondence, expert reports, CVs, and invoicesCoordinate file intake, job openings, conflict checks, and file maintenanceTeam Coordination & OversightProvide daily direction and support to one Administrative AssistantAssist with task prioritization, workload balancing, and coverage planningServe as a point of escalation for administrative questions or issuesSupport onboarding and training of administrative staff as requiredLitigation & Client CoordinationLiaise with law firms, insurance carriers, and external vendorsMaintain strict confidentiality of sensitive legal and medical informationTrack deadlines, limitations, and deliverables across multiple active filesDocument & Data ManagementOrganize electronic files, exhibits, photos, drawings, and technical documentationMaintain accurate records in case management, time tracking, and billing systemsAssist with document production, secure file sharing, and disclosure complianceBilling & Reporting SupportSupport monthly invoicing, expense tracking, and WIP reportsAssist Operations with internal reporting and process improvementsQualificationsRequired:5+ years of experience as a Senior Administrative Assistant or Legal/Technical AdministratorPrevious experience in accident reconstruction, forensic engineering, legal services, insurance, or consulting strongly preferredExperience providing guidance or oversight to junior administrative staffStrong understanding of litigation processes, legal terminology, and document controlAdvanced proficiency in Microsoft Office (Word, Outlook, Excel)Preferred:Experience supporting engineers or expert witnessesFamiliarity with time entry and billing systemsStrong proofreading and technical document formatting skillsKey Competencies:Professional, confident communicatorHighly organized with strong attention to detailComfortable balancing hands‑on work with light team leadershipDiscreet, dependable, and deadline‑drivenCollaborative and solutions‑oriented  Additional InformationSome of the Benefits We Have IncludeJ.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our team’s needs.Our flexible work environment allows employees to work remotely, when neededMedical, Dental, and Vision InsuranceA reasonable estimate of the salary range for this role is $62,000 - $70,000 CAD. Any offered salary range is based on a wide array of factors including but not limited to skillset, experience, training, location, scope of role, management responsibility, etc.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.Please explore what we’re all about at www.jsheld.com.EEO and Job AccommodationsWe embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equalJ.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.If you are an individual with a disability and would like to request for a reasonable accommodation, please email jobs@jsheld.com and include “Applicant Accommodation” within the subject line with your request and contact information.