Senior Administrative Assistant

Company Description

The Company

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets.

The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.

Job Description

We 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 Support

• Provide senior‑level administrative support to accident reconstructionists and engineers

• Manage calendars, meetings, travel arrangements, and court / examination dates
• Prepare, edit, format, and proofread correspondence, expert reports, CVs, and invoices
• Coordinate file intake, job openings, conflict checks, and file maintenance

• Team Coordination & Oversight

• Provide daily direction and support to one Administrative Assistant

• Assist with task prioritization, workload balancing, and coverage planning
• Serve as a point of escalation for administrative questions or issues
• Support onboarding and training of administrative staff as required

• Litigation & Client Coordination

• Liaise with law firms, insurance carriers, and external vendors

• Maintain strict confidentiality of sensitive legal and medical information
• Track deadlines, limitations, and deliverables across multiple active files

• Document & Data Management

• Organize electronic files, exhibits, photos, drawings, and technical documentation

• Maintain accurate records in case management, time tracking, and billing systems
• Assist with document production, secure file sharing, and disclosure compliance

• Billing & Reporting Support

• Support monthly invoicing, expense tracking, and WIP reports

• Assist Operations with internal reporting and process improvements

Qualifications

Required:

• 5+ years of experience as a Senior Administrative Assistant or Legal/Technical Administrator
• Previous experience in accident reconstruction, forensic engineering, legal services, insurance, or consulting strongly preferred
• Experience providing guidance or oversight to junior administrative staff
• Strong understanding of litigation processes, legal terminology, and document control
• Advanced proficiency in Microsoft Office (Word, Outlook, Excel)

Preferred:

• Experience supporting engineers or expert witnesses
• Familiarity with time entry and billing systems
• Strong proofreading and technical document formatting skills

Key Competencies:

• Professional, confident communicator
• Highly organized with strong attention to detail
• Comfortable balancing hands‑on work with light team leadership
• Discreet, dependable, and deadline‑driven
• Collaborative and solutions‑oriented

Additional Information

Some of the Benefits We Have Include

J.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 needed
• Medical, Dental, and Vision Insurance

A 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 Duties

Please 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.

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EEO and Job Accommodations

We 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 equal

J.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 and include "Applicant Accommodation" within the subject line with your request and contact information.