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Executive Assistant to The Chief Operating Officer
2 hours ago
With offices in London, Toronto, Strathroy and Kitchener, Lerners provides a full range of legal services throughout Southwestern Ontario. Lerners maintains an attractive work environment with excellent support services and state-of-the-art technology. Lerners’ employees enjoy a fast-paced work environment and a supportive, collegial culture. Our positions are best suited to individuals who take pride in their work and understand the importance of exceptional client service.
The Executive Assistant provides high-level administrative and organizational support to the Chief Operating Officer (COO) and contributes to the efficient operation of the firm’s governance and administrative processes. This role is responsible for coordinating meetings of the Executive Committee and other leadership bodies, managing partner processes, and assisting with firm-wide administrative and insurance matters. The position requires exceptional attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced professional environment.
**Core Competencies and Skills**:
- Strong organizational and project management skills
- Excellent written and verbal communication abilities
- High degree of professionalism, confidentiality, and judgment
- Ability to anticipate needs and work independently with mínimal supervision
- Proficiency in Microsoft Office Suite and document management systems
- Strong interpersonal skills and ability to collaborate across departments
- Accuracy and attention to detail under tight timelines
**Primary Responsibilities**:
**Governance and Meeting Coordination**
- Plan, schedule, and coordinate meetings for the Executive Committee, Partnership, and other firm committees, including agenda preparation, document assembly, and distribution of materials.
- Record, track, and maintain accurate records of meeting minutes, reports, and supporting documentation in the firm’s document management system.
- Coordinate logistics for on-site and off-site meetings, including venue booking, catering, technology setup, and attendance tracking.
**Partner and Committee Administration**
- Support the COO and Executive Committee with annual partner processes, including compensation reviews, succession planning, and partnership admissions or retirements.
- Assist with committee member appointments, term tracking, and communications related to firm governance.
- Maintain up-to-date records of partner status, committee membership, and associated agreements.
**Insurance and Risk Management Support**
- Manage the renewal process for firm insurance programs, including professional liability, management liability, cyber, commercial, and automobile insurance.
- Maintain insurance policy records and prepare summary reports for the COO and CFO.
- Assist with the monitoring and reporting of professional liability and other insurance claims.
**Policy and Compliance Administration**
- Coordinate the review, update, and distribution of firm policies in collaboration with the Business Services Team.
- Maintain organized policy archives and ensure the intranet reflects the most current versions.
- Track and assist with partner acknowledgments for key agreements and compliance matters.
**Executive Support**
- Provide comprehensive administrative support to the COO, including scheduling, calendar management, travel arrangements, and expense reporting.
- Prepare correspondence, reports, and presentations for internal and external audiences.
- Handle confidential information and sensitive firm matters with professionalism and discretion.
- Liaise with internal stakeholders and external partners to ensure timely communication and follow-up on action items.
**General Administration and Special Projects**
- Support the COO and CFO with special projects, firm reporting, and annual processes as required.
- Maintain organizational charts, business service records, and key operational data.
- Participate in process improvements to enhance efficiency within the Business Services Department.
**Qualifications**:
- Post-secondary education in business administration or a related field preferred
- Minimum of five years of experience providing senior administrative support, ideally in a professional services or legal environment
- Proven ability to handle confidential and sensitive information with discretion
- Demonstrated experience managing multiple complex priorities with accuracy and efficiency
**Working Conditions**:
- This position is based in London, Ontario, with flexibility to work from home 2 days per week, or other arrangement as approved by the COO and/or EC.
- The role may occasionally require early morning or late-day work to meet meeting schedules and deadlines.
**How to Apply**:
** Benefits of Working at Lerners**:
Working at Lerners is both challenging and rewarding.
Our skilled Learning and Development team provides training and continued support to all firm members. Lerners is proud to offer
