Executive Assistant - Toronto, Canada - Castle Law

Description

About Castle Law:

Castle Law is boutique law firm based in the heart of the Greater Toronto Area delivering corporate and commercial legal advice to business owners and private lending clients.

OUR MISSION:
To provide exceptional corporate legal services with efficiency and creativity.

We are committed to delivering high-quality legal solutions at an accessible price point, ensuring that every client receives personalized and attentive service.

OUR GOAL:
To forge strong and long-term partnerships with our clients.

By valuing innovative and creative thinking, we proactively pursue legal strategies that are both practical and forward-thinking and prioritize our client's best interest and their long-term success.

OUR VISION:

To be recognized as a leading boutique corporate law
firm that redefines legal service delivery through innovation, efficiency, and unparalleled client service.

We envision a future where our firm sets the benchmark for excellence and to be diverse and dynamic.


OUR VALUES:
Accountability, Transparency, Integrity, Client-centric, Collaboration, and Empathy.
- ____________________________________________

• Start Date_
• As soon as possible
• Location:_
• Hybrid/Remote
• Schedule:_
• Monday and Friday 9:30AM to 5:30PM (remote)
• Tuesday, Wednesday and Thursday 9:30AM to 5:30PM (in office)
• We offer some flexibility in start and end times
• Probationary Period:_
• 120 days

- ____________________________________________


Key responsibilities

Client Management and Interaction:

• Greeting and welcoming clients and visitors in a professional manner
• Scheduling and confirming appointments and meetings
• Creating engagement letters, opening files in Clio, and ID Verification
• Receptionist duties as needed

Document Handling:

• Note taking and transcription
• Maintaining and organizing physical and digital filing systems for case documents, including scanning, photocopying, and filing
• Assisting with document production and management, where necessary
• Preparing and proofreading letters

Communication and Liaising:

• Liaise with clients, opposing counsel, contract clerks, and other entities as needed

Calendar Management:

• Maintaining and managing lawyers' calendars, ensuring no scheduling conflicts for client meetings, and internal events
• Tracking and managing deadlines, closings, and tasks

Office Administration:

• Ordering and managing office supplies, equipment, and stationeries
• Ensuring functionality of office equipment, troubleshooting issues, and liaising with technicians as needed
• Coordinating maintenance and housekeeping services for the office

Billing and Accounting Support:

• Assisting with time tracking, billing processes, and the preparation of invoices
• Processing payments and managing expense reports

Business Development:

• Social Media Posts and Website Management
• Market Research researching potential clients and individuals to network with, identifying new business and networking opportunities
• Assisting in event coordination and organizing firm events, seminars and webinars aimed at business development and networking
• Handling logistics for participation in trade shows, conferences etc. where necessary
• Maintaining list of referrals and networks, including a list of networking events
• Assisting in the creation and formatting of proposals, presentations and pitches for prospective clients or referral sources
• Supporting firm's participation in professional associations and organizations
• Client outreach

Requirements:

• 35 years of experience in administrative roles, preferably in a legal or professional services environment
• Proficiency in Mandarin or Cantonese is beneficial but not required
• Proficiency in Microsoft 365, Clio, PC Law (preferred), ClickUp (preferred)
• Excellent verbal and written English communication skills
• Basic math skills for accounting purposes
• Highly organized with exceptional time management skills
• Proactive, a selfstarter, and can successfully followthrough with tasks
• Great attention to detail
• Experience in customer service and customer/clientorientated
• Has a positive mindset and positive energy
• Able to work in fast pacedenvironments with changing circumstances

Benefits:

• Salary Range: $47,000$52,000
• 5 paid sickdays

Vacation Pay: 2 weeks (i.e. 10 working days) of vacation. Vacation Pay in lieu of vacation days if you do not take the vacation days

• Training opportunities & growth within our company
• Opportunity to become a Law Clerk if it is of interest
• The opportunity to work with our office dog Max. He is a mini Wiener dog and a fulltime, cherished employee

Why We Love Working Here:


Forever Learning

We want you to succeed in your role We support and foster growth within our firm and invest in your training.

There are opportunities to move into a Law Clerk position if desired. We see growth as a combined effort; e