Executive Assistant

Ottawa, ON, CA, Canada

Job Description

About Fasken





As a premier law firm with over 900 lawyers worldwide, Fasken is where excellence meets expertise. We are dedicated to shaping the future our clients want, precisely when it matters most. For more information, visit fasken.com.


Your Role





Reporting to the Special Advisor, the Executive Assistant plays a critical role in providing support by actively managing and coordinating administrative needs as well as acting as a first point of contact for support.



Hours of work are from 9:00 a.m. to 5:00 p.m. Occasional pre-authorized overtime may be required to meet client needs.


At Fasken, success means:



Having a strong client service approach - you're ready, willing, and able to put our clients first and exceed their expectations Caring about one another - you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community Working collaboratively - you're a self-starter who values working in a collaborative team based environment Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties Approaching your work with agility and the willingness to learn and utilise new technology Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues Treating sensitive and confidential matters with discretion and diplomacy at all times

Primary Responsibilities




Manage the Special Advisor's calendar, coordinate meetings across time zones, prioritize appointments, and align with relevant schedules. Liaise with board and committee members for quarterly meetings. Plan and coordinate travel, event logistics, and liaise with key organizations. Oversee travel and office budgets, process reimbursements, and ensure timely payments. Compile, prepare, and distribute briefing materials for meetings, presentations, and public engagements. Prepare kits for travel and meetings, including agendas, itineraries, and briefing binders, following established templates. Handle emails and calls; and manage various engagements and scheduling accordingly. Confidently communicate with key high-profile contacts for various reasons and interact with their teams. Other duties as assigned.

Must Haves




Bachelor's degree in Business Administration, Communications, Political Science, or equivalent experience. Advanced training or certifications in administrative support (e.g., Certified Administrative Professional - CAP) an asset. Minimum of 5 years of executive-level administrative support experience or similar role. Experience working in international, legal, or political environments an asset. Proficiency with computer applications including MS Office Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) including Slack and Zoom. Proficiency with calendar management application like Google Calendar or Outlook, and customer relationship management (CRM) platforms. Ability to manage budgets and expenses using software like QuickBooks, SAP, or Concur. Bilingual (English and French) an asset.

Diversity and Inclusion





At Fasken we believe a diverse workplace comprises individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome. Fasken is committed to diversity and inclusion in all that we do.


Accessibility and Accommodation





It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.


Background and Reference Checks





Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check, employment and educational verification.


Your Application





We appreciate hearing from all qualified candidates, however, only those applicants whose background and experience match our requirements will be contacted. You can submit your application via our Careers page.

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Job Detail

  • Job Id
    JD2897942
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Ottawa, ON, CA, Canada
  • Education
    Not mentioned