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About the Role
This newly created position provides administrative support to the Head of the Professional Journey Office (PJO) and the PJO team, supporting coaching, mentoring, and alumni programs within a leading Canadian law firm.
Responsibilities
- Manage calendars, schedule meetings across offices and time zones, and book boardrooms and Teams meetings.
- Arrange travel and prepare and process expense reports.
- Prepare, format, and proofread correspondence, presentations, reports, and meeting materials.
- Process invoices, track expenses, and maintain organized, confidential files.
- Post approved updates to intranet pages and provide back-up support to the PJO Coordinator.
- Provide administrative support for other duties and special projects as assigned.
- Prepare and distribute program communications and materials, send reminders, and assist with scheduling for coaching and mentoring programs.
- Update coaching records, contact lists, and engagement trackers.
- Create purchase orders and process vendor invoices.
- Arrange logistics for mentoring sessions across offices, including boardrooms, catering, video conferencing, registration, and attendance.
- Provide event support for Mentoring Month and the annual Mentoring Awards.
- Assist with alumni event administration, including scheduling, venue and catering arrangements, invitation lists, RSVP tracking, materials, photos, and on-site logistics.
- Provide administrative support for alumni newsletters and communications, including coordinating French translation and scheduling distribution.
- Schedule alumni committee and other alumni-related meetings.
- Maintain alumni contact lists and program files.
Requirements
- Minimum of three years of office work experience, including executive or administrative assistant support.
- Law firm or other professional services firm experience is preferred.
- Event coordination experience is an asset.
- Experience with procurement or invoicing systems is an asset.
- Proficiency with Microsoft Office (Outlook, Word, Excel and PowerPoint), MS Teams, MS Forms and SharePoint.
- Excellent organizational, proofreading, spelling, and grammar skills, with a strong attention to detail.
- Exceptional verbal and written communication skills, with the ability to communicate effectively and professionally with individuals at all levels of the Firm.
- Ability to work effectively in a fast-paced environment, manage competing priorities, and meet critical deadlines.
- Ability to work independently, exercising sound judgment while recognizing when to seek guidance or escalate issues.
- Demonstrated ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.
Skills
- Microsoft Office (Outlook, Word, Excel and PowerPoint)
- MS Teams
- MS Forms
- SharePoint
- Organizational skills
- Proofreading
- Spelling
- Grammar
- Attention to detail
- Verbal communication
- Written communication
- Time management
- Independent work
- Judgment
- Discretion
- Professionalism
Location
- Toronto
- Montréal
Work Type
- Hybrid
Experience Level
- Minimum of three years of office work experience
Education Level
- Post-secondary diploma
Salary/Compensations
- $59,000 – $69,000 annually (Toronto only)
Benefits
- Outstanding benefits from day one
- Insurance premiums paid by the Firm
- Wellness reimbursements
- Technology reimbursements
- Competitive compensation
- Paid overtime
- Generous time off
- Day off to volunteer
- Day off for your birthday
- Commitment to professional development and growth opportunities
- Culture that embraces and encourages two-way feedback
- Strong community involvement
- Commitment to equity, diversity and inclusion
- Collaborative, cohesive culture
About the Company
- McCarthy Tétrault is a leading Canadian law firm offering a full suite of legal and business solutions to clients in Canada and around the world.
- With offices in Toronto, Montréal, Québec City, Calgary and Vancouver, we provide challenging and rewarding career opportunities across the country.
- Recognized as one of Canada’s Top 100 Employers for eleven consecutive years and one of Canada’s Best Diversity Employers for fourteen consecutive years.
- Our culture is guided by The McCarthy Way—our shared approach to working with clients and with each other.
- The McCarthy Way is built on four core elements: Excellence, Collaboration, Inclusion, and Innovation.
Equal Opportunity
- McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment.
- Please notify us if you require accommodation at any time during the recruitment process.