Administrative Assistant

ABOUT GOWLING WLG

At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.

When it comes to diversity, we not only accept it — we celebrate it, support it and thrive on it. To create an engaging and rewarding place to work, we seek to attract talented people from a diverse range of backgrounds and cultures. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.

Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. Our diverse group of legal professionals, law students, law clerks/paralegals, legal administrative assistants and business support staff work together as a team, and are respected and valued for their individual contributions.

PROFILE

Responsible for a variety of administrative, technical and support functions for more than one individual on the management team of our Toronto office. This role requires little guidance – tasks and objectives are accomplished independently.

RESPONSIBILITIES

Provides comprehensive support and maintains overall efficiencies, by encompassing administrative, clerical, and organizational tasks to ensure the smooth operation of the Toronto Management Committee (TMC).
Organizes and expedites the flow of work, developing effective procedures and systems, initiating follow up as required.
Exhibits a high degree of discretion and confidentiality when dealing with internal and external parties/vendors and exercises initiative and judgement to relieve the TMC of administrative detail.
Manages schedules, which includes booking meetings, appointments, and travel arrangements, as well as effectively manages calendars and time.
Responsible for financial reporting, also overseeing the management of the corporate VISA and submitting expenses for reimbursement.
Responsible for the onboarding and offboarding schedules of Partners and Counsel, working with our Trainers, IT, HR, Marketing, Office Services etc. to ensure that all runs smoothly.
Oversees the allocation of tickets for sports and/or concert events.
Provides ongoing administrative support for the office’s projects, initiatives, events and management meetings.
Drafts emails, letters, memos, and other communications on behalf of the TMC, ensuring accuracy and professionalism.
Responds to phone calls, emails, manages correspondence, organizes files, and assists with other administrative duties as needed.
Provides support to the office’s functional area teams, as needed
QUALIFICATIONS

Administrative Assistant Diploma/Certificate with experience working in a professional service environment is an asset.
Ability to communicate effectively both verbally and in writing, with all levels of firm members, with the aptitude to take care of all client needs in a professional and courteous manner.
Ability to handle confidential information and maintain a high level of discretion.
Ability to manage time, prioritize tasks, and maintain accurate records.
Proficiency using Microsoft Office Suite (Word, Excel, Outlook, PPT) and other relevant software for document management, communication, and organization.
Creative, energetic individual who is hands-on and has a proactive approach to dealing with matters.
Produce a high quality and quantity of work product, occasionally under tight deadlines.
Possesses an understanding of common legal terms and practices in a law firm environment.
Capacity to work independently as well as in a team environment.
Ability to attend the office in-person is an asset.
Gowling WLG is proud to offer equal employment opportunities.

If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.

While we appreciate all applications received, only those candidates selected for an interview will be contacted.

 
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