Job Description

Job Order ID: 4281
Employment Type: Permanent
Web Publication Date: 10/3/2022 12:00:00 AM
Number of Positions: 1
Job Location: Vancouver, BC Canada
Job Requirement:

ABOUT THE ROLE

As an Executive Assistant at Miller Titerle, you will help your team keep track of all the moving parts by coordinating workflows, tracking outstanding deliverables and documents, and generally helping us stay on top of our service commitments. You'll also get to flex your creativity and problem-solving skills on business activities beyond client service, such as marketing and business development initiatives, firm strategic planning, and continuous improvement projects.

This particular role will involve supporting two lawyers in the Indigenous Law Group. While the firm is generally supportive of hybrid remote work, some in-office needs come up from time to time that will require you to attend the office outside of your hybrid schedule.

ABOUT YOU

Training and other support will be provided to get your skills up to speed, but these are generally the traits you will embody naturally:

Confident: You communicate confidently and candidly. You are comfortable asking for what you need, suggesting better ways of doing things, and holding people accountable to following processes and delivering results.

High Performing: You are disciplined and take responsibility for your outcomes. You like to have everything under control, so you're proactively "one step ahead" and take ownership of moving things forward as much as you possibly can. You've got an eye for continuous improvement, and the drive to plan and execute it.

Supportive: You enjoy taking care of others by providing excellent service. You like to empower other people's performance by building systems, documenting processes, and proactively anticipating their needs. Your empathy helps you think critically about the client and colleague experience.

Curious: You're eager to learn and get excited about figuring out new things. You seek out your own learning opportunities and take time to understand the bigger picture of whatever it is that you're working on.

Detail-Oriented: You're a details person, and can proofread like a pro. You have an eye for design and take pride in making things look nice, while also knowing when to prioritize "function over fashion". You thrive on precision and administrative excellence.

Flexible: You're good at dealing with change and can gracefully "roll with the punches" when things get a bit messy. You handle stress well, assume positive intentions in others, and step up to the plate when your colleagues need a helping hand.

Tech-Obsessed: You get a thrill out of working smarter instead of harder. You like to master your tech tools (while patiently helping others do the same) and are excited about the potential of automation in the workplace. You're always on the hunt for technology that makes your life easier.

EXPERIENCE

Ideally you will have 3+ years' experience as an Executive Assistant or experience in a similar role. Experience working in a law firm is an asset. Must be proficient with MS Office, experience with Canva an asset.

GENERAL DUTIES

While our firm is constantly evolving (and flexibility is key), as of right now the duties of this role generally include:

General Admin

Calendar management and scheduling client meetings

Making travel arrangements such as booking flights, hotels and cars

Scheduling and attending client lunches or dinners

Proofreading and formatting documents

Attend meetings and take notes of discussion; preparing the draft of minutes and summaries

Document formatting and assembly

Assisting with the client intake process

Tracking and following up on outstanding deliverables and client signatures

Maintaining electronic filing systems

Attending to ad hoc client requests

Creating PowerPoint presentations, financial spreadsheets, reports, and agenda material

Preparing client budgets

Preparing expense reports

Liaising with various departments in the firm

Routinely performing a wide variety of support duties

Team Organization

Proactively thinking about and preparing "next steps" for the team

Holding the team accountable to following procedures

Creating and improving processes to streamline workflows

Helping plan and execute marketing initiatives, like blogs and webinars