Executive Assistant

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 can be based out of Toronto.

As an Executive Assistant, you will be:

• Managing complex schedule and workload with access to emails, calendar, files, due dates to ensure that the Partner is adequately prepared and supported.
• Anticipating the needs of the Partner to efficiently maximize his/her time by managing priorities.
• Coordinating internal and client meetings including preparing meeting agendas and gathering materials. Organizing logistics for these meetings including booking boardrooms, video conferences, catering (if required) and assembling materials for presentation and for distribution to meeting attendees along with the agenda. Creating and editing presentation decks.
• Arranging and co-ordinating extensive and cost effective domestic and international travel and logistics; including booking flight, car rental, hotel accommodations, and preparing detailed itineraries in compliance with the Firm's travel policies. Supporting the needs of other MT>3 team members in terms of travel needs and attendance at conferences, etc.
• Managing a variety of special projects and project-based deliverables, as requested, including event planning.
• Working collaboratively with the Partner, Financial Analyst and Operations Manager to ensure bills are reviewed and processed on a monthly basis in line with Firm deadlines.
• Working with Finance to coordinate new Client and Matter openings (KYC), including submitting requests for conflict checks.
• 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; and
  • Preparing and submitting expense reports through Concur in a timely manner and reconciling same.
  • Creating and continuously updating and maintaining various tracking spreadsheets for projects, etc.

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.
• Intermediate - Advanced proficiency in the Microsoft Suite and technologically savvy with various software and systems with the ability to keep up to date with changes in technology and latest information.
• High degree of professionalism, interpersonal skills and reliability.
• Capacity to handle extremely sensitive and confidential information.
• Strong time management, organizational and multi-tasking skills, assessing priorities among multiple competing requests, ability to delegate to other support resources, and ability to work under pressure to meet important deadlines in a fast-paced environment.
• Commitment to provide a high level of service to clients (external) and colleagues (internal), demonstrate tact, respect, and professionalism in all interactions.
• Strong work ethic and ability to multitask with little or no supervision.
• Exceptional communication skills, both written and spoken.
• Strong attention to detail as it relates to drafting correspondence, proofreading, and editing.
• 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 occasionally work overtime. Attendance in office 5 days per week with some flexibility to work from home during the summer months as approved by the Partner.

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.