Administrative Assistant

Gowling WLG; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading international law firm in Toronto is looking for an Administrative Assistant. This role involves providing comprehensive administrative support, managing schedules and travel arrangements, and ensuring smooth operations. The ideal candidate should have an Administrative Assistant Diploma and at least 5 years of experience in a professional service environment. Proficiency in Microsoft 365 and strong organizational skills are essential. The firm offers extensive benefits, including health coverage, vacation days, and a collaborative work culture.

Benefits

100% employer-paid health and dental coverage

15+ vacation days

Parental leave top-up for 26 weeks

Group Retirement Savings Plan with employer match

Qualifications

• 5+ years of experience in a professional service environment.
• Ability to communicate effectively with various levels of team members.
• High level of discretion when handling confidential information.

Responsibilities

• Provide comprehensive daily support including administrative and clerical tasks.
• Organize and expedite the flow of work developing effective procedures.
• Manage schedules, appointments, and travel arrangements.

Skills

Effective communication

Confidentiality

Time management

Microsoft 365

Organizational skills

Education

Administrative Assistant Diploma/Certificate

Tools

Microsoft PowerPoint

Microsoft Outlook

Microsoft Excel

Job description

ABOUT GOWLING WLG

At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.

We’re intentional about building a workplace that’s both high-performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values: Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths.

Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG.

PROFILE

We are currently recruiting for an Administrative Assistant to join our fast-paced team. Responsible for a variety of administrative, technical and support functions for one or more individuals at the management level. This job receives little direction and guidance; tasks and objectives are accomplished independently.

RESPONSIBILITIES

Key responsibilities include but are not limited to the following:

• Provides comprehensive daily support and maintains overall efficiencies, by encompassing administrative, clerical, and organizational tasks to ensure the smooth operation of work providers.
• Organizes and expedites the flow of work, developing effective procedures and systems, initiating follow up as required.
• Exhibits a high degree of discretion and confidentiality when dealing with internal and external parties/vendors and exercises initiative and judgement to relieve work providers of administrative detail.
• Manages schedules, which includes booking meetings, appointments, and travel arrangements, as well as effectively manages calendars and time.
• Responsible for financial reporting, also overseeing the management of the corporate VISA and submits expenses for reimbursement.
• Responsible for the onboarding and offboarding schedules of Partners and Counsel, working with our Trainers, IT, HR, Marketing, Office Services etc to ensure that all runs smoothly.
• Oversees the allocation of tickets for sports and/or concert events.
• Provides ongoing administrative support for projects, initiatives, events and management meetings, following up on matters arising from events and meetings.
• Drafts emails, letters, memos, and other communications, ensuring accuracy and professionalism.
• Responds to phone calls, emails, manages correspondence, organizes files, and assists with other administrative duties as needed.
• Provides support to functional area teams, as needed.
• Other duties as required

QUALIFICATIONS

• Administrative Assistant Diploma/Certificate – having at least 5 years experience working in a professional service environment is an asset.
• Ability to communicate effectively both verbally and in writing, with all levels of firm members, with the aptitude to take care of all client needs in a professional and courteous manner.
• Ability to handle confidential information and maintain a high level of discretion.
• Ability to manage time, prioritize tasks, and maintain accurate records.
• Excellent proficiency with Microsoft 365, PPT, Outlook & Excel and other relevant software for document management, communication, and organization.
• Creative, energetic individual who possesses strong organizational skills and who is hands-on and has a proactive approach to dealing with matters.
• Produce a high quality and quantity of work product, occasionally under tight deadlines.
• Has strong attention to detail, with the ability to manage stress in a business like manner.
• Possesses an understanding of common legal terms and practices in a law firm environment.
• Capacity to work independently as well as in a team environment.
• Ability to work in a hybrid environment and attend the Toronto office in person at least three days per week.

BENEFITS/PERKS

Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well‑being go hand‑in‑hand. We support your career and life with:

• 100% employer‑paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top‑up for 26 weeks (after 12 months of full‑time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long‑term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.