About the Firm
We are a leading family law firm in Ontario, Canada, with offices in Whitby, Lindsay, Peterborough, Oshawa, Concord, Markham, Toronto, and Kingston. Our firm is dedicated to providing compassionate and strategic legal services to clients navigating complex family law matters. Our Founder is a respected leader in the field, and we are looking for a highly organized and proactive Executive Assistant to join our team.
As the Executive Assistant to the Founder of a fast-paced family law firm, you will play a critical role in maintaining the smooth operation of day-to-day activities, ensuring the Founder’s time is used effectively and communications are streamlined. You will manage a variety of administrative and operational tasks, enabling the executive to focus on strategic priorities. This role requires exceptional organizational skills, proactive thinking, and a high degree of professionalism.
Key Responsibilities:
· Calendar Management:
Responsible for managing and prioritizing the Founder’s calendar, scheduling meetings, court appearances, and client consultations. You’ll proactively ensure there are no conflicts and accommodate last-minute changes seamlessly.
· Appointment Coordination:
Coordinate and schedule appointments with clients, opposing counsel, and external parties, ensuring efficient time management. You will also serve as the gatekeeper for the Founder’s availability and manage appointment confirmations and follow-ups.
· Travel Arrangements:
Handle all aspects of domestic and international travel, including booking flights, accommodations, and ground transportation. You will create detailed travel itineraries to ensure smooth and efficient travel experiences, often juggling last-minute changes.
· Event Coordination:
Assist in organizing professional engagements such as conferences, seminars, and networking events. You will liaise with event coordinators, book venues, and handle logistical details, ensuring that the Founder is well-prepared for each event.
· Administrative Support:
Provide comprehensive administrative support, including drafting legal and non-legal correspondence, preparing documents, handling phone calls, and managing emails. Your ability to prioritize and manage tasks will be critical in supporting the Founder’s workload.
· Committee & Initiative Support:
Assist the Founder with their involvement in various internal and external committees and initiatives, including scheduling meetings, preparing agendas, and taking detailed minutes for action follow-ups.
· File and Document Management:
Maintain an organized system for both physical and electronic files. You’ll ensure that important legal documents, contracts, and correspondence are easily accessible for the Founder and the legal team when needed.
· Communication Liaison:
Act as the first point of contact for the Founder, managing communications on their behalf. You’ll filter and prioritize incoming inquiries, ensuring that urgent matters are handled promptly while less pressing issues are delegated or scheduled for later.
· Expense Management:
Track and manage the Founder’s expense reports, ensuring that all expenditures are documented accurately. You will handle submissions and coordinate reimbursements in a timely fashion.
· Operational Support:
Take on additional responsibilities to support the overall operations of the firm, including assisting with special projects, managing deadlines, and coordinating with other teams.
Qualifications & Skills:
· Experience:
A minimum of 3-5 years of experience in an executive assistant role, preferably within a legal or professional services environment. Experience supporting senior leadership in fast-paced, high-pressure environments is highly desirable.
· Education:
A post-secondary degree or diploma in business administration, legal administration, or a related field is preferred. Legal-specific training is an asset but not mandatory.
· Technical Skills:
Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook) and legal software. Familiarity with cloud-based document management systems and time-keeping software is a plus.
· Organizational Skills:
The ability to multitask and manage competing priorities in a fast-paced environment. Strong attention to detail and a proactive approach to solving problems is essential.
· Communication Skills:
Strong verbal and written communication skills, with the ability to interact professionally with clients, court personnel, and other stakeholders. You will be drafting emails and documents regularly, so polished communication is key.
· Discretion and Confidentiality:
You will handle sensitive and confidential information regularly. Discretion and trustworthiness are paramount in this role.
· Adaptability:
Ability to work both independently and collaboratively, and be flexible to handle changing priorities. You should be comfortable with taking initiative and making decisions when required.
· Relationship Management:
You will build and maintain positive working relationships with internal team members, external partners, and key stakeholders. A high degree of professionalism is expected at all times.
Benefits
· Competitive salary
· Comprehensive health benefits
· Paid vacation and personal days
· Opportunities for professional development and growth
Job Type: Full-time
Benefits:

• Dental care
• Extended health care
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person