Caravel Law LLP Looking for Administrative Assistant at Toronto, Ontario, Canada Full Time

We are a mid-size, national, and innovative Law Firm seeking an Administrative Wiz!

In this role, you will provide administrative and organizational support for the management team.

What will you be doing?

• Provide office reception by answer phones and helping people in person.
• Provide admin support to the CEO.
• Maintain and manage calendars in Outlook, including coordination of travel arrangements and itineraries.
• Schedule and coordinate meetings including room reservations and food ordering/delivery if necessary and acting as support for larger office wide meetings and special events.
• Act as a key resource for the team, i.e., independently seek out answers to questions, take initiative, leverage network of resources to solve problems.
• Interacting with new clients – collecting KYC (know your client) information and sending out engagement letters as needed.
• Prepare and produce presentations and correspondence, and other documents, including editing for grammar, punctuation, and phrasing.
• Support the drafting of marketing materials.
• Prepare and submit expense reports.
• Maintain files, databases, and master lists as appropriate.
• Coordinate, organize and plan internal/external meetings/functions/seminars.
• Provide office facilities management support.
• Maintain and stock office supplies and inventory.
• Manage Mail/Courier related matters.
• Provide vendor CRM support when needed.
• Provide support for webinars (recording, editing, attendance tracking).
• Booking Zoom/Team calls for lawyers and management team.
• Taking meeting notes and maintaining meeting agendas where necessary.
• Act as support for Town Halls/Retreats/Events.
• This list is not all inclusive; other tasks may vary based on business need.

What will you bring to the role?

• Ideally 1-2 years of administrative experience.
• College level diploma or University Degree.
• Proficient in MS Office, Excel and PowerPoint, and comfort with learning various tech platforms.
• Excellent customer service skills and exceptional attention to detail.
• Excellent writing skills.
• Effective and professional communicator.
• Able to work independently with a variety of individuals and teams.
• Highly organized, with strong multi-tasking skills.
• A self-starter and problem solver, who enjoys looking for ways to improve on processes.

Why Caravel?

• Work with experienced professionals on interesting and varied projects with opportunities to grow professionally.
• Great work life balance and friendly work environment.
• Competitive Health Benefits and Group RRSP.
• This role is full-time, and on-site, working in the downtown Toronto office.

Interested?

Please submit your resume and a thoughtful cover letter conveying your interest. Please tell us what your superpower is so we know you pay attention to the details, along with your salary expectations.

Please do not send unsolicited emails or messages to members of the team and only submit your application ONCE through our HR portal (and not via email).

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