Executive Assistant to CEO

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 to the CEO, you will be:

• Managing complex schedule and workload to ensure that CEO is adequately prepared for meetings. Anticipating needs of CEO to efficiently maximize his/her 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.
• Preparing meeting agendas and gathering materials for both Senior Leadership Team and Leadership Teams. Organizing logistics for these meetings including booking boardrooms, video conferences, catering and assembling materials for presentation and for distribution to meeting attendees along with the Agenda.
• Scheduling partner meetings, town halls, handling logistics and fielding general queries from board members, partners and other members of the Firm when required.
• Liaising with Chair of the Board, Board of Partners and partners, including scheduling board meetings when required, including logistics, sending materials for review prior, taking and distributing notes.
• Arranging and co-ordinating extensive and cost effective travel and logistics; including booking flight, car rental and hotel accommodations. Preparing detailed itineraries as required.
  
  • Providing general administrative and clerical support such as:
  • Receiving, handling, screening and/or directing incoming calls Reviewing and routing incoming written communications (email, mail, fax); preparing and processing outgoing communications;
  • Drafting, typing, editing, formatting, printing, scanning and revising a variety of highly confidential documents and/or proofreading such documents and checking for appropriate formatting, spelling, grammar and clarity;
  • Preparing and submitting extensive expense reports through Concur in a timely manner and reconciling same.
  • Updating contact names and addresses in the client database on a regular basis; and
  • Coordinating activities with functional area personnel (Professional Resources, Finance, HR, Marketing, Office Services , IT, VMO, PMO.), as needed, including sending out CEO communications on his behalf and keeping record of all communications from CEO's office.
• Attending various events (client events, retreats) when required.
• Maintaining and updating job knowledge by identifying and participating in educational opportunities.
• Supporting the CEO responsibilities may require availability beyond regular working hours to manage and respond to requests in a timely manner.
• Other duties as assigned.

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

• Post-secondary diploma or degree in office or business administration.

• Minimum of five years of experience supporting senior leadership.

• Experience in a professional services environment would be an asset; legal industry preferred.

• High degree of professionalism, interpersonal skills and reliability.
• Capacity to handle extremely sensitive and confidential information.
• Strong work ethic and ability to multitask with little or no supervision.
• Exceptional communication skills, both written and spoken.
• Critical thinking skills required to plan, organize and problem solve proactively.
• Ability to exercise sound judgment and ability to work effectively and well under pressure.
• Proactive and positive approach.
• Strong attention to detail and superior word processing, spelling, proofreading and editing skills.
• Flexibility to travel and work outside normal business hours.

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

• Competitive compensation including paid overtime.
• 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.