Executive Administrative Assistant - Legal

Executive Administrative Assistant - Legal Professional ServicesToronto, ON (Hybrid) 4 days in office

We’re looking for a highly organized and proactive Legal Administrative Assistant to provide comprehensive support to our team of professionals. This role offers the opportunity to work in a dynamic environment, handling administrative, financial, and client-related tasks that ensure the smooth operation of legal matters.

What You’ll Do

• Serve as a key contact for scheduling, travel arrangements, correspondence, and client engagement.
• Update and maintain contact information, calendars, and internal databases.
• Coordinate client meetings, boardrooms, catering, and audio-visual support.
• Handle incoming calls, mail, and email communications professionally and efficiently.
• Provide backup support to colleagues as needed to ensure consistent coverage.
• Collaborate with internal teams such as Marketing, Facilities, and Document Specialists to complete tasks promptly.

Financial Administration

• Partner with leaders to ensure accurate time entry, billing, and tracking of outstanding invoices.
• Prepare, review, and revise pre-bills and invoices according to client guidelines and internal standards.
• Process cheque requisitions and other payments for third-party invoices and filing fees.
• Generate reports related to time, billing, and project budgets, and monitor alternate fee arrangements.

Project Support

• Prepare engagement letters and assist with all matters related to client files
• Maintain organized, retrievable electronic and paper files in compliance with internal procedures.
• Support principals with project management tasks, including tracking deliverables, budgets, and reporting.

Marketing Support

• Coordinate materials for proposals and pitches, including principal bios, billing rates, and other documentation.

What You Bring

• 3-5+ years of experience supporting teams in professional services.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong communication and interpersonal skills.
• Ability to work independently, collaboratively, and under pressure.
• Flexibility to occasionally work overtime as required.