We are currently looking for a Executive Operations Coordinator to join our Toronto office.
More About Us
With over 120 lawyers, Hicks Morley is a leading law firm in Canada focusing on the representation of management in Human Resources Law and Advocacy. Labour and Employment Law is the foundation of the firm’s growth—the depth and scope of our expertise in Human Resources Law is the Hicks Morley advantage.
Hicks Morley is a rapidly growing firm; we have five offices in Ontario: the main office is located in Toronto, and regional offices located in Waterloo, London, Kingston, and Ottawa. We act for over 1,000 employers in the public and private sectors.
The Opportunity
As an Executive Operations Coordinator, you will primarily be responsible for supporting the firm’s delivery of service to clients by providing ongoing support to a pair of lawyers and our executive committee.
The ideal candidate will be a proactive, technically savvy, highly organized, operational assistant with experience supporting legal professionals.
Essential Duties
Executive Operations
- Proactively manage and maintain the Executive Committee’s critical dates calendar, including organizing and scheduling all regular and ad hoc meetings, including Partnership meetings. This includes confirming availability for all attendees, booking boardrooms, arranging virtual connection and more.
- In conjunction with the Managing Partner and COO, prepare meeting agendas, materials and presentations from the Senior Management Team, Regional Office Leads and any other guests. Circulate all materials and manage the secure distribution and storage of materials. Support organizing action items following Executive Committee meetings and compile meeting minutes.
- Liaise with internal and external stakeholders on behalf of the Executive Committee when needed. Identify and engage internal individuals and/or resources when appropriate.
- Handle sensitive and confidential information with discretion and professionalism. Organize and maintain files, records and document management system folders to ensure information is secure and easily accessible.
- Act as the primary point of contact for Executive Committee administrative tasks and records requests for both the Committee and other internal and external stakeholders.
- Assist in the planning, execution and monitoring of special projects and events. Track project deadlines, coordinate with team members and provide regular progress updates to the Committee.
Legal Assistance
- Open new files, maintain large and complex files, maintain and utilize an orderly filing and retrieval system to ensure ease of reference to paper or electronic records.
- Update calendars for assigned lawyers including, but not limited to, their meetings, appointments, deadlines, and client-related activities.
- Prepare, edit, format, print, scan, and revise correspondence, memoranda, reports, forms, labels, and other printed material through dictation, typing or other instructions, in accordance with requirements set by the lawyers.
- Draft and prepare forms, letters and other materials pertinent to lawyer’s practice.
- File, serve and/or submit forms, documents and other correspondence with tribunals, boards, courts and/or clients.
- Coordinate and disperse tasks to be performed by various resource groups including Records, Office Services, Reception, etc. where appropriate while ensuring tasks are completed in a timely manner.
- Proofread documents and check for appropriate formatting, spelling, grammar, and clarity based on Hicks Morley standards and guidelines.
- Coordinate lawyer travel arrangements, including itinerary production and travel expense reports.
- Update contact names and addresses in the client database, Interaction regularly.
- Review and forward incoming mail and fax communications to appropriate parties, prepare and process outgoing mail and faxes and arrange for specialized mail or messenger services as required.
- Receive, handle, screen and direct incoming calls as directed by lawyers. Respond to routine inquiries and requests and take messages as required.
- Assist with the preparation and finalization of docket entries daily according to firm and client standards in preparation for billing.
Other
- Provide support when colleagues are absent or require support in executing daily tasks and work proactively to be a positive and productive member of the firm.
- Maintain and update job skills and knowledge by participating in development opportunities within the firm.
- Learn and use available technology to enhance work product including, but not limited to, Aderant, ShareFile, Adobe, Electronic Signatures, Microsoft Office; and;
- Other duties as assigned.
Minimum Requirements
- Experience supporting executive and/or legal professionals, ideally within a law firm.
- Demonstrated experience handling highly sensitive and confidential information.
- Technical proficiency and the proven ability to embrace and master upgraded, enhanced, and/or new technologies.
- Evidenced success in managing competing deadlines and priorities while ensuring firm standards are upheld.
- Attention to detail with experience proofreading and organizing documentation.
- Clear and concise written and verbal communication skills.
- Client service oriented and the ability to anticipate needs and proactively support lawyer’s practice.
- Demonstrated ability to work independently and recognize when to consult colleagues and/or support resources when appropriate.
Application
If you are interested in applying, please send your resume to:
Nadine Cottrell
Manager, Human Resources
nadine-cottrell@hicksmorley.com
We thank all candidates for their interest; however, only those selected for an interview will be contacted.
Every firm has a culture, and ours is no exception. We work in the human resources area, so we are “people” people. We have a very diverse client base, from manufacturers to social service agencies, and we are passionate about understanding our clients, their businesses and their needs.
Hicks Morley is an open and respectful workplace which fosters creativity, legal innovation and excellence in our clients’ interests. We are committed to recruiting and hiring the best candidates for all roles, and from diverse backgrounds and experiences. Upon request, Hicks Morley will provide suitable accommodations during the recruitment and hiring process to candidates with accessibility needs due to disability.