Administrator, Conference Services

Job Description
McCarthy Tétrault is a Canadian law firm that offers a full suite of legal and business solutions to clients in Canada and around the world. At McCarthy Tétrault, we offer challenging and rewarding career opportunities in our offices in Toronto, Montreal, Quebec City, Calgary and Vancouver. We are delighted to have earned the distinction of one of Canada's Best Diversity Employers for the thirteenth consecutive year in 2025. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

We are recruiting for an
Administrator
to join our team in our
Toronto
office. The successful candidate must have a minimum of 2-3 years of related experience preferably in a professional hospitality environment and will be responsible for day-to-day administrative support to the Chief Administrative Office r and the Conference Services Department . McCarthy Tétrault employees benefit from a hybrid work environment.

As an administrator, you will be:

• Generating data for reporting purposes including:

• Producing weekly recovery reports for finance.

• Invoice and expense reconciliation across multiple regions.
• Post-event reporting and feedback collection.
• Return to office statistics.

• Budget allocation tracking.

• Reviewing reception and event logs and raising awareness and resolving any discrepancies.

• Coordinating and managing internal event invitations, registrations and feedback.

• Proofreading invitation and checking for appropriate formatting, spelling, grammar and clarity.

• Generating flows in Power Automate to support invitations.

• Distributing feedback forms, summarizing responses and identifying trends.

• Supporting in drafting national communications.

• Configuring rooms and services in the event management system.
• Creating and updating floor plans for conference rooms.
• Designing and maintaining SOP's to be reviewed and updated on department SharePoint site.
• Assisting with reviewing meeting and event summaries and service orders are complete and accurate.
• Attending team huddles and contributing to brainstorming and planning discussions.
• Assisting team with triaging event requests and mailbox organization.
• Coordinating and arranging for meetings on behalf of the CAO.
• Other duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• Minimum of High School Diploma.
• Fluent in English. French is an asset.
• Strong organizational skills with the ability to manage multiple priorities across regions.
• Strong analytical and problem-solving skills.
• Intermediate proficiency with MS Office (Word, PowerPoint, Outlook, Excel).
• Exceptional written and verbal communication skills.
• Excellent time management, organizational and multi-tasking skills. Ability to work under pressure to meet critical deadlines, with a strict attention to detail.
• Proficiency in Microsoft Office Suite; experience with event management tools is an asset.
• Demonstrated proficiency in technical systems and automation tools, including Microsoft Power Automate, with the ability to streamline workflows and enhance operational efficiency.
• A proactive, team-oriented mindset with a keen eye for detail.
• Strong process orientation. Effectively implements and adheres to existing processes. Proactively identifies and recommends opportunities for improvement.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtimeand generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply:
We encourage external candidates to apply online and internal applicants must apply directly through our internal careers portal on Espresso. We look forward to receiving your application.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.