Executive Assistant

IQ PARTNERS has partnered with an exceptional law firm to source a skilled Executive Assistant to join their team. 

The Executive Assistant is responsible for providing daily administrative support while maintaining a high level of confidentiality. Key duties include managing calendars, meetings, expenses, events, presentations, travel arrangements, and correspondence, as well as supporting various Firm initiatives when necessary. This role requires building strong relationships with internal and external stakeholders at all levels.

What You'll Be Doing:

• Effectively managing calendars, prioritizing requests, ensuring lawyers are briefed before meetings, and keeping their schedules on track
• Reviewing and prioritizing emails and correspondence, drafting responses when appropriate, and redirecting queries to the appropriate person
• Arranging and scheduling business travel, ensuring that tickets, itineraries, and relevant documents are prepared in advance
• Coordinating meetings and events, preparing agendas, booking rooms, and distributing necessary materials
• Drafting and preparing presentations for speaking engagements
• Maintaining organized paper and electronic filing systems
• Managing a high volume of business expenses and conducting expense reconciliation
• Opening and closing case files
• Handling docketing and billing tasks
• Collaborating with other departments (e.g., finance and marketing) as needed
• Liaising with clients regarding invoices, collections, and preparing WIP/AR reports

What You Bring:

Education/Experience:

• College diploma, undergraduate degree, Legal Assistant/Executive Assistant Diploma, or equivalent required
• At least five years of experience supporting executive/C-suite professionals in a fast-paced professional services environment
• Experience in Corporate, Securities, Competition, or Financial Services is an asset

Skills:

• Experience managing complex calendars, booking meetings/events, and scheduling travel
• Ability to perform under pressure and meet tight deadlines in a high-performance environment
• Highly motivated, adaptable, and eager to learn with a professional demeanor
• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and a strong aptitude for learning new technologies
• Excellent communication (both written and verbal) and interpersonal skills
• Outstanding organizational and time management skills
• Keen attention to detail with the ability to prioritize and multitask effectively
• Strong research skills, including email, archive, and document management searches
• Self-motivated with the ability to work independently and take initiative
• Flexibility to work outside regular business hours when required

Perks:

In this role you will be working in a hybrid capacity. Benefits start on day one and you will also be rewarded with a pension plan and other non-salary perks such as tuition reimbursement.