Executive Assistant - Hiring Fast

We are looking for a focused Executive Assistant to join our exceptional team at McCarthy Tetrault LLP in Toronto, ON.
Growing your career as a Full Time Executive Assistant is a great opportunity to develop competitive skills.
If you are strong in communication, planning and have the right personality for the job, then apply for the position of Executive Assistant at McCarthy Tetrault LLP today!

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of Canada’s Top 100 Employers and one of Canada’s Best Diversity Employers . 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.

This position is based out of Toronto. McCarthy Tétrault employees benefit from a hybrid work environment.

As an Executive Assistant you will be:

Documents

• Preparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions, in accordance with the requirements set by the practice group.
• Coordinating and dispersing tasks to be performed by various resource groups such as the Document Specialists, Administrative
• Clerks, Billing Analysts, etc. where appropriate while ensuring tasks are completed in a timely manner.
  Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity.

File and Time Management

• Managing files including: opening new files, maintaining large and complex files, developing, maintaining and utilizing an orderly filing and retrieval system to ensure ease of reference to historical paper or electronic records, organizing law and precedent files.
• Working with Records Management and Administrative Clerks to create, maintain and store client files as appropriate.
• Updating calendars, including meetings, appointments, due dates and client-related activities.

Lawyer / Client Support

• Attending to travel arrangements and ancillary arrangements including preparing itineraries and travel expense reports in accordance to preferences, in coordination with the Firm’s travel resources and in compliance with Firm and client travel policies. Reconciliation of credit card statements and receipts as may be required.
• Updating contact names and addresses in the client database on a regular basis.
• Coordinating client meetings, including scheduling rooms and arranging for needed catering or audio-visual equipment.

Emails, Mail, Fax and Phone Reception Functions

• Monitoring emails, assessing priorities, gathering relevant information, taking appropriate action and preparing response.
• Reviewing and routing incoming mail and fax communications; preparing and processing outgoing mail and faxes; and arranging for specialized mail or messenger services as required.
• Receiving, handling, screening and/or directing incoming calls as directed; responding to routine inquiries and requests from clients; and taking messages as required.

Financial and Administrative Functions

• Assisting with the preparation and finalization of time entry if required on a daily basis according to firm standards in preparation for Billing Assistant to process.
• Working with Finance to coordinate new Client and Matter openings (KYC);
• Billing related activities such as confirming pre-bill information, contacting and following up with clients regarding invoices.
• Coordinating activities with functional area staff (Office Services, Marketing, etc.), as needed.

Support Duties

• Setting regular meetings with CFO Lawyer(s) and managing complex schedule and workload to ensure they are adequately prepared for meetings. Anticipating needs to efficiently maximize time by managing a priority list schedule and workload to ensure information is adequately prepared for meetings, including briefing on daily weekly schedule and creating, managing and co-ordinating receipt of required documentation and materials in advance of meetings. Establishes a systematic method to track time commitments and the completion of tasks. Independently manage calendars by scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate.
• Co-ordinating and arranging for on-site and external meetings, conferences and events. Co-ordinating logistics of internal and external conferences, meetings and events (e.g., communication, location, meals, technical equipment, materials, RSVPs, and travel), with minimal to no guidance. Attends on-site at venue to confirm logistical arrangements, as needed.
• Coordinating business development activities with internal lawyers, teams and functional area staff (Office Services, Clients & Markets etc.) as needed to ensure efficient execution of client entertainment, client distribution lists, conference support, coordinating attendance at events, event planning, managing sponsorship requests as received.
• Drafting, revising and organizing a variety of practice management, business development and client related documents.
• Managing firm and client confidential information.
• Supporting CFO Lawyer(s) responsibilities may require availability beyond regular working hours to manage and respond to requests in a timely manner.

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

• Legal Assistant diploma or college certificate in office or business administration or equivalent.
• Minimum 5 years of experience as a legal assistant or as an assistant supporting senior leadership with experience ideally acquired in a professional services environment.
• In-depth knowledge of business and legal terminology.
• High level of discretion and confidentiality and capacity to handle extremely sensitive information.
• Exceptional communication (written/spoken) and interpersonal skills.
• Ability to provide excellent and timely service to clients and colleagues by understanding their needs and using available resources.
• Ability to work effectively with others by being flexible, respectful, communicating clearly, and proactively sharing knowledge and offering assistance.
• Demonstrates relevant expertise, critical thinking skills and initiative to consistently deliver quality work.
• Walks the talk, respects individual differences, and supports the Firm’s interests.

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 overtime and 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.

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.

Benefits of working as a Executive Assistant in Toronto, ON:

● Learning opportunities
● Company offers career progression opportunities
● Attractive package