Role Overview
We are looking for a full time Executive/Legal Assistant to join our energetic and passionate team. The primary responsibility of this role will be to provide executive administration and legal assistant support to two Partners at JFK Law who live and work in Toronto.
This role is an integral part of the administrative team providing exceptional support in calendar management and administration to ensure a smooth delivery of legal services to our valued clients. The Executive/Legal Assistant will also work closely with members of the paralegal and legal assistant teams in Victoria and Vancouver in day-to-day activities.
We are looking for an experienced Executive/Legal Assistant with key qualities in organization, teamwork, attention to detail, professional communication, and the ability to manage priorities. This role is best suited to an individual who is self-directed, motivated, takes initiative and thrives in a dynamic role. If you feel you are the right fit for the position, we would love to hear from you.
This is a Full Time Position of approximately 37.5 hours per week. This position will start as a full-time remote/work-from-home position while we get the new office set-up, and then can be a hybrid in-office/remote work arrangement with a minimum of 3 days per week in-office.
Key Responsibilities:
Provide exceptional calendar management and scheduling using Outlook and other work planning tools.
Organize, maintain, and manage updates to the Partners’ Bring Forward systems and To Do lists.
Organize, maintain, and manage complex electronic and paper filing systems, including opening and closing of files in iManage (DMS) and PCLaw (Accounting).
Process incoming and outgoing mail/email and coordinate couriers for the Partners as needed.
Schedule frequent travel arrangements.
Prepare cheque requisitions and manage the monthly reconciliation of the Partners’ expenses.
Assist with monthly client billings in collaboration with the Billing Clerk.
Edit, format, organize and print correspondence, memos, presentation, reports, court documents, labels and other materials as required.
Assist the paralegal and LA teams with compiling documents for hearings and filings.
Arrange and prepare for meetings including document preparation, catering, and other logistics.
Scanning and photocopying all required documents.
Order supplies and manage servicing of office equipment as needed.
Other tasks as assigned to support the office and administrative team.
Reports to the Manager of Legal Support Services & Firm Operations.
Qualifications:
Certificate or Diploma from a recognized Administrative Assistant, Business Administration program.
Minimum of 3 years previous Executive and/or Legal Assistant experience required, ideally in a busy law office.
Proficient at using Microsoft Office programs; strong proficiency in MS Word.
Strong communication and interpersonal skills.
Excellent attention to detail and keyboarding accuracy.
Excellent organizational and teamwork skills.
Ability to manage, organize and prioritize work independently.
Able to work well under pressure and tight deadlines
Covid Safety Requirements: Covid safety plans are in place, and we request that our employees are double vaccinated, unless there is a medical or religious exclusion.
To Apply:
If you would like to advance your career with a progressive team that is passionate about making an impact, please email a cover letter and resume by April 20th, to Jen Spencer at https://jfklaw.bamboohr.com/jobs/view.php?id=17&source=aWQ9Mg%3D%3D
Applicants with Indigenous ancestry are strongly encouraged to apply. We thank you in advance for your interest. Short-listed candidates will be contacted; others will be kept in our database for future consideration. Thank you for your interest in JFK Law.
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