Job Title

Executive Administrative Assistant - Legal Professional Services Toronto, ON (Hybrid) 4 days in office Were 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 Youll 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.