Executive Assistant to the Chief Operating Officer

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 minimal 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.
• Collect and compile required information from internal departments to complete renewal applications and ensure timely submission.
• 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:

Interested candidates should submit an application including an updated resume and cover letter to our career portal. Only candidates who have been selected for an interview will receive a response.

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 a competitive salary and benefits package:

• Health, Extended Health, Dental and Vision care
• LTD insurance
• Life insurance
• Parking/Transit reimbursement
• RRSP matching program
• Paid Volunteer Time
• Referral Bonus
• Employee Assistance Program

Salary:

Commensurate with skill level and years of experience.

Why Lerners?

Lerners is a leading regional law firm with four offices across Southwestern Ontario and Toronto, offering the strength of a full-service practice with the collaboration and support of a close-knit team. We're proud of our nearly 100-year history, our reputation for excellence, and our commitment to diversity, inclusion, and community engagement. At Lerners, your work will have impact, your ideas will be valued, and your career will grow in an environment that respects both professional ambition and life outside the office.

Accessibility & Inclusion

We're committed to equity, diversity, and inclusion — and supporting applicants of all abilities. If you require accommodation at any stage of the recruitment process, please get in touch with us