Assistant, Professional Development

Davies Ward Phillips & Vineberg LLP; Toronto; On-site; CAD 50,000 - 60,000; Full time

Job summary

Davies Ward Phillips & Vineberg LLP in Toronto seeks an Assistant to join the Professional Development team. The role involves day-to-day administrative, scheduling, data-entry, reporting, coordination, and logistics support for lawyer training and PD initiatives under guidance from the Director and Manager.

Responsibilities include coordinating conference registrations, CLE sessions, attendance tracking, and preparing materials and reports, while maintaining confidentiality and professionalism

Qualifications

• 3–5 years of administrative or coordinator experience.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and a commitment to accuracy.
• Professional written and verbal communication skills with exceptional client service.
• Sound judgment, discretion, and the ability to handle confidential information.
• Proficiency with Microsoft Office and the ability to quickly learn new systems.

Responsibilities

• Coordinate day-to-day administrative tasks for the Professional Development team.
• Support scheduling, data-entry, reporting, and logistics for lawyer training and PD initiatives.
• Prepare materials, reports, and agendas; liaise with stakeholders confidentially.
• Assist with regulatory reporting and documentation across relevant jurisdictions.

Skills

Administrative experience

Organizational skills

Attention to detail

Client service

Microsoft Office

Education

Office administration diploma/certificate

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Davies is a top-tier Canadian law firm focused on high-stakes matters. With offices in Montreal, Toronto and New York, we are consistently at the centre of the most challenging deals and cases in Canada and abroad.

A position at Davies is more than just a job. When you join the firm, you will be welcomed by a team that places as much emphasis on supporting its people as it does on serving its prestigious clients. As such, we have created a collaborative environment where team members of all backgrounds feel appreciated and are encouraged to share their ideas while working alongside some of the brightest legal and business professionals who are eager to share their knowledge and experience.

About the Position

We are looking to fill an existing vacancy for an Assistant to join the Professional Development team in our Toronto office. The Assistant, Professional Development is an assistant-level member of the Professional Development (PD) team. Reporting to the Director, Professional Development, and working closely with the Manager, Professional Development, the Assistant provides day-to-day administrative, scheduling, data-entry, reporting, coordination, and logistics support for lawyer training, compliance, and PD initiatives. The role supports established PD processes and projects under the guidance of the Director and Manager. The Assistant manages routine requests and follow-up independently, coordinates tasks, tracks deadlines, prepares materials and reports, and liaises with stakeholders, while escalating complex, sensitive, judgment-based, or non-routine matters appropriately and exercising discretion, confidentiality, and sound judgment when handling lawyer, student, and firm information.

Primary Responsibilities

Program Coordination

• Coordinate conference registrations for lawyers, including approvals, registrations, expense processing, and tracking.
• Organize Continuing Legal Education (CLE) sessions and practice group meetings, including invitations, meeting logistics, catering, audio-visual support, and materials.
• Manage RSVPs, attendance tracking, reminders, and cost reporting for professional development activities.
• Prepare and distribute agendas, course materials, certificates, and related correspondence.

Administration & Reporting

• Maintain accurate attendance records, registration lists, databases, and tracking spreadsheets.
• Update information in the firm's CRM and intranet and upload approved learning materials and session recordings.
• Prepare reports and summaries related to attendance, feedback, and professional development activities.
• Assist with regulatory compliance reporting and documentation for the Law Society of Ontario (LSO), New York State (NYS), and LAWPRO.

Communication & Team Support

• Monitor the Professional Development inbox and respond to routine inquiries in a timely manner.
• Liaise with lawyers, students, staff, and external vendors while maintaining confidentiality and professionalism.
• Support firm-wide professional development initiatives, events, and special projects.
• Assist with project coordination by tracking timelines, priorities, and deliverables.

Qualifications

• 3-5 years of administrative or coordinator experience, preferably in a legal, professional services, education, or corporate environment.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and a commitment to accuracy.
• Professional written and verbal communication skills with exceptional client service.
• Sound judgment, discretion, and the ability to handle confidential information.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and the ability to quickly learn new systems.

Preferred Qualifications

• Experience in a law firm or other professional services environment.
• Experience supporting learning, training, continuing education, or professional development programs.
• Familiarity with CRM, expense management, webinar, survey, or learning management systems.
• Diploma or certificate in office administration, business administration, human resources, education, communications, or a related discipline.

Salary Range

The expected starting salary range for this role is $50,000-$60,000. The final offer will be determined based on the successful candidate's experience and qualifications.

Davies may utilize artificial intelligence (AI) as part of our application screening process, including in reviewing applications to help identify candidates whose skills and experience align with the requirements of the role.

Davies is committed to providing a diverse, inclusive and accessible workplace for candidates and firm members with disabilities. Please let us know of any accommodations you may require at any time during the recruitment process.