Executive Assistant

Job Description:

Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position can be based out of Toronto, Montreal, Vancouver or Calgary. McCarthy Tétrault employees benefit from a hybrid work environment.

As an Executive Assistant to Chief Professional Resources Officer, you will be:

• Managing complex schedule and workload to ensure that Chief Professional Resources Director (CPRO) is well-prepared and supported, including in respect of the following core CPRO functions and responsibilities:
• Management of national Professional Resources (PR) team, direct reports, and related budgets;
• Leadership of national Income Partner program;
• Leadership of LLP talent processes (recruitment & onboarding, performance management, compensation, partnership admission), lawyer education and professional development, and other elements of the MT Professional Journey;
• LLP talent strategy development and execution; and
• Other Firm leadership and committee responsibilities.
• Anticipating business and operational needs to manage CPRO priorities, deliverables and commitments in a proactive, organized and efficient manner.
• Coordinating internal and external meetings, including meeting planning and logistics.
• Scheduling meetings with and fielding general queries from National Leader of People, Practices and Professional Development Chair, Practice Group Leaders, Practice Leads, other Firm Leaders and Partners, PR team members, and other Firm members, as required.
• Managing a variety of special projects and project-based deliverables, as requested (which may include event planning).
• Arranging and co-ordinating cost-effective travel and related logistics, including booking flights, car rental, hotel and MT guest offices (when travelling to other regions). Preparing detailed itineraries, as required.
• Providing general administrative and clerical support, including, but not limited to:
• Receiving, handling, screening and/or directing incoming calls;
• Reviewing and routing incoming written communications;
• Preparing and processing outgoing communications;
• Drafting, typing, editing, formatting, printing, scanning and revising a variety of highly confidential documents and/or proofreading such documents and checking for appropriate formatting, spelling, grammar and clarity;
• Scheduling annual Income Partner progress meetings and mid-year plan meetings;
• Scheduling regular check-in meetings and annual review meetings with CPRO direct reports;
• Scheduling and organizing recurring PR leader and other team meetings;
• Preparing and submitting expense reports through Concur in a timely manner and reconciling same;
• Managing relationships with external vendors, including liaising with VMO and arranging for payment of invoices via Coupa;
• Creating, maintaining and continuously updating various tracking spreadsheets, databases, project plans, forms, precedents, workflows, etc.
• Liaising with other MT Services teams, as required.
• Sending out CPRO communications and keeping a record of all communications sent from CPRO office.
• Other related duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• Post-secondary diploma or degree in office or business administration.
• Minimum of five years of experience supporting senior leadership.
• Experience in a professional services environment would be an asset; legal industry preferred.
• Highly reliable, collaborative and resourceful.
• Exceptional judgment and interpersonal skills.
• Tactful, respectful, and professional in all interactions.
• Demonstrated capacity to handle extremely sensitive and confidential information.
• Strong time management, organizational and multi-tasking skills, including the ability to assess priorities among multiple competing requests, delegate to other support resources, and work under pressure to meet important deadlines in a fast-paced environment.
• Strong work ethic and commitment to client service excellence.
• Able to work effectively with minimal supervision.
• Exceptional communication skills, both written and spoken.
• Strong critical thinking skills; able to plan, organize and problem-solve proactively and effectively.
• Able to exercise sound judgment and to work well and effectively, both independently and as part of a team.
• Proactive and positive approach.
• Strong attention to detail; superior word processing, spelling, proofreading and editing skills.
• Flexibility to work outside normal business hours, as required.
• Able to meet (if not exceed) Firm’s in-office work expectations.
• Bilingualism (English, French) preferred, but not required.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply:

External candidates are encouraged to apply online. All Internal applicants must apply directly through our internal careers portal on Espresso.

Please notify us if you require accommodation at any time during the recruitment process.