Overview
A sole practitioner is seeking a highly organized and proactive Executive Secretary/Assistant to support a law practice to provide office management and administration, file management, document and report preparation, and assist with day to day interface with clients and the public. The ideal candidate will thrive in a challenging multi-task environment, demonstrating exceptional organizational skills, attention to detail, and a positive attitude. This position is perfect for an experienced self-starter to learn new skills and work independently, and be at the centre of a busy law practice. Remuneration flexible according to experience.
Responsibilities
- Manage and maintain executive calendars using Microsoft Outlook Calendar, scheduling meetings, appointments, and events efficiently.
- Handle incoming calls with professional phone etiquette, directing inquiries appropriately and taking detailed messages when necessary.
- Prepare, proofread, and edit correspondence, reports, and presentations to ensure clarity and accuracy.
- Prepare and revise legal documents from precedents with instructions, training and suprervision of lawyer.
- Organize and maintain filing systems—both physical and digital—using Google Workspace and Microsoft Office tools for easy retrieval.
- Perform data entry tasks with high accuracy, and perform bookkeeping duties such as invoicing, and reconciling accounts using Actionstep (Soluno), Estateably or other bookkeeping and estate software.
- Conduct general clerical duties including photocopying, scanning, mailing, and organizing documents.
- Maintain confidentiality of sensitive information and all client matters.
Experience
- Proven secretarial and administrative experience in an office environment is required;
- prior office experience in a law office highly preferred.
- Familiarity with office software including Microsoft Office Suite, Outlook, Word, and Excel is essential.
- Experience working with software programs and ability to learn new programs with proficiency.
- Experience with bookkeeping or financial recordkeeping using software is a plus.
- Strong organizational skills with the ability to prioritize tasks effectively in a busy setting.
- Excellent typing skills for efficient data entry and document preparation.
- Demonstrated ability to provide exceptional customer service both over the phone and in person.
- Attention to detail for proofreading documents and ensuring accuracy in all communications.
Pay: $25.00-$35.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- Mileage reimbursement
- On-site parking
Work Location: In person
