Key Responsibilities

• Provide high-level calendar management with an emphasis on proactive planning, including scheduling and rescheduling internal and external meetings, coordinating logistics, and preparing agendas.

• Act as a strategic gatekeeper by prioritizing requests, anticipating leadership needs, and maintaining the highest level of confidentiality and professionalism.

• Accurately enter and process expense reports in a timely manner.

• Draft and prepare professional correspondence, reports, and PowerPoint presentations.

• Assist with the planning and coordination of webinars and client events across multiple offices throughout the year.

• Communicate with clients via phone, email, and in person on behalf of senior leadership.

• Coordinate travel arrangements, including flights, accommodations, and detailed itineraries.

• Perform a variety of administrative and operational support functions such as engagement letters, file openings, document preparation, client deliverables, and final packages.

• Maintain accurate and organized electronic and physical files in accordance with document retention, confidentiality, and compliance standards.

• Leverage technology to work efficiently across multiple platforms and internal systems.

• Provide backup administrative support to other assistants as needed to ensure continuity of service.

Qualifications & Experience

• Demonstrated success as an Executive or Senior Administrative Assistant, with 5+ years of directly related experience supporting senior leadership preferred.

• Advanced proficiency in Microsoft Office, including Word, PowerPoint, Excel, Outlook, and MS Teams.

• Exceptional verbal and written communication skills with a polished and professional demeanor.

• Highly organized, detail-oriented, and able to manage competing priorities with discretion and accuracy.

• Self-motivated and self-directed, with the ability to work independently while also collaborating effectively as part of a team.

• Flexible and positive attitude, with availability to work overtime as required.

• Comfortable working in a professional, corporate environment while maintaining a personable, down-to-earth approach.

• Acts as a trusted right-hand to senior leadership, consistently demonstrating sound judgment and confidentiality.

This is an excellent opportunity for an experienced assistant who enjoys being integral to leadership success and delivering exceptional administrative support within a collaborative, professional setting.

If you’re ready to find a job where you can truly make your mark, we would love to hear from you! Please send your resume in confidence to Shona Tischner at shona@urbanlegal.ca 

At Urban Legal Recruitment, we ensure complete discretion and confidentiality. We thank all applicants for their interest; however, only those selected for an interview will be contacted.