Job Description

Key Accountabilities:

Deliver sophisticated calendar management to coordinate and manage an active, complex calendar for the CLO - booking meetings and appointments (resolving scheduling issues - prioritizing requests while avoiding conflicts), organizing attendance across time zones, and making any necessary travel arrangements

Effectively manage multiple tasks and priorities in a fast-paced environment

Prepare internal and external correspondence (emails, letters, memos, expense forms, communications, presentations, etc.) with a high level of accuracy in a timely manner

Oversee all incoming and outgoing communications - review correspondence and initialize action where possible

Coordinate logistics of attendance at various meetings, seminars, workshops, special projects or events as needed

Screen incoming telephone calls; take and deliver accurate messages

Coordinate meetings, business communications, conferences and seminars as required (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.).

Management of contacts and files

Manage sensitive matters and correspondence with a high level of discretion, confidentiality, and good judgment

Respond to and resolve general and confidential inquiries, working closely with other internal departments, as well as external contacts

Support technical needs, particularly related to coordinating virtual meetings on platforms including Google Meet, Webex, Microsoft Teams, and Zoom

Administration of business expenses and vendor invoices as required

Coordinate and complete various special projects/assignments as required

Other general support and administration duties as required

Must Have(s):

Minimum of 7 years experience in the legal field as a legal or executive assistant supporting a legal executive

Adept level of relationship acumen to navigate complex situations that require a high degree of discretion, judgment and prioritization

Ability to communicate (both written and verbal) with a high level of confidence and professionalism

Exceptional organizational, time management and problem-solving skills

Capable of managing multiple responsibilities with a strong sense of flexibility and adaptability while maintaining a high quality of work

Must be attuned to schedules and preparing files in advance of meetings

Familiarity with Microsoft Suite, Google Suite, and Adobe Suite, as well as some knowledge of online collaborative tools such as Google Meet, Microsoft Teams, Webex and Zoom

Fantastic organizational skills and a meticulous eye for detail and accuracy

Ability to confidently handle oneself with a wide range of stakeholders (e.g., business partners, clients, Board members, employees)

Proven self-starter who takes initiative and thrives in a fast-paced environment

Job Type: Full-time

Pay: $80,000.00-$90,000.00 per year

Work Location: Hybrid remote in Toronto, ON M5C 1K9