Executive Assistant Jobs

Job Summary: The Executive Assistant will provide high-level administrative support to the Managing Partner and the most senior partner in the firm. This role requires a proactive and detail-oriented individual who can effectively manage multiple tasks, prioritize responsibilities, and maintain a high level of confidentiality. The Executive Assistant will be responsible for ensuring the smooth operation of the Managing Partner's and the most senior partner's daily activities, while also providing support in operational and administrative areas as needed.

Responsibilities:

Calendar and Schedule Management:

• Manage and maintain the calendars of the Managing Partner and the most senior partner, scheduling meetings, appointments, and events.
• Coordinate logistics for meetings, including room reservations, video conferencing, and travel arrangements.
• Prioritize and manage conflicting demands, ensuring that the partners' schedules are optimized.

Communication and Correspondence:

• Screen and prioritize incoming calls, emails, and correspondence, responding on behalf of the partners when appropriate.
• Maintain effective communication channels with internal and external stakeholders.
• Draft and edit correspondence, memos, and other documents as required.

Document and Presentation Preparation:

• Prepare and format legal documents, reports, presentations, and other materials as needed.
• Proofread and ensure the accuracy and consistency of documents and materials.

Case Management

• Review files and transfer inactive materials to storage according to Firm guidelines.
• Assist partners to ensure their time is recorded daily in PCLaw as needed
• Arrange for files to be opened and closed, supervise general filing requirements and record keeping
• Keep cases organized by establishing and maintaining digital and physical files. Files documents and email attachments in client folder for ease of review.
• Use effective systems to ensure that both short and long term tasks are completed within required timescales.

Operational Support:

• Assist in coordinating the workflow for support services, such as document production, file management, copying/scanning, and administrative tasks.
• Conduct research and gather information to support decision-making and problem-solving.
• Collect, analyze, and present data related to operational metrics, performance indicators, and key projects to support decision-making.

Project Management:

• Track project progress, prepare status reports, and communicate updates to stakeholders.
• Assist in managing special projects and initiatives, ensuring timely completion and adherence to project objectives.

Confidentiality and Ethics:

• Maintain the highest level of confidentiality and handle sensitive information with discretion and professionalism.
• Adhere to ethical standards and confidentiality requirements in all aspects of the role.

Requirements:

• Exceptional verbal and written communication skills.
• Proficiency in office productivity software (e.g., MS Office Suite) and familiarity with legal software and databases. PC Law, iManage, Caselines and Automated Civil Litigation is an asset.
• Professionalism, integrity, and a positive attitude.
• Proven experience as an executive assistant or in a similar role, preferably in a legal or professional services environment.
• Strong problem-solving and decision-making abilities.
• Ability to handle sensitive information with utmost confidentiality.
• Bachelor's degree in a related field or equivalent work experience.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Strong attention to detail and accuracy in work.

Note: The Executive Assistant may be required to work beyond regular office hours, depending on the needs and demands of the Managing Partner and the most senior partner.