Executive Assistant

Fasken; Ottawa; On-site; CAD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a proactive Executive Assistant to provide vital administrative support to their Special Advisor. This role is crucial in managing schedules, coordinating meetings, and ensuring seamless communication across various departments. The ideal candidate will thrive in a collaborative environment, demonstrating exceptional organizational and interpersonal skills. With a focus on client service and adaptability, you will play a key role in maintaining the firm's high standards of excellence. If you are looking to contribute to a dynamic team at a leading firm, this opportunity is perfect for you.

Qualifications

• 5+ years of executive-level administrative support experience.
• Bachelor’s degree in relevant fields or equivalent experience.

Responsibilities

• Manage the Special Advisor’s calendar and coordinate meetings.
• Plan and coordinate travel and event logistics.

Skills

Client Service

Interpersonal Skills

Communication Skills

Organizational Skills

Problem Solving

Agility in Learning Technology

Education

Bachelor's Degree in Business Administration

Advanced Training in Administrative Support

Tools

MS Office Suite

Google Calendar

CRM Platforms

QuickBooks

Job description

Fasken is a leading international business law and litigation firm, and was voted one of Canada’s Best Employers for 2024. Our firm’s 950 lawyers are located across offices in Vancouver, Surrey, Calgary, Toronto, Ottawa, Montréal, Québec City, London and Johannesburg and an office in the professional and retail district known as Taza (/Ta-Zah/) on Tsuut’ina lands. Providing strategic and thoughtful advice in all areas of business law, our broad range of clients include close to half of the Fortune 100 companies, as well as corporate clients, government agencies, regulatory authorities, non-profit bodies and individuals.

Our clients interests are paramount in all that we do and we take pride in supporting our communities. We are a place where bright, talented, and collegial people want to work together and we work hard together to achieve our goals in a collaborative and efficient way.

Your Role

Reporting to the Special Advisor, the Executive Assistant plays a critical role in providing support by actively managing and coordinating administrative needs as well as acting as a first point of contact for support.

Hours of work are from 9:00 a.m. to 5:00 p.m. Occasional pre-authorized overtime may be required to meet client needs.

At Fasken, success means:

• Having a strong client service approach – you’re ready, willing, and able to put our clients first and exceed their expectations
• Caring about one another – you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community
• Working collaboratively – you’re a self-starter who values working in a collaborative team based environment
• Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties
• Approaching your work with agility and the willingness to learn and utilise new technology
• Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail
• Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues
• Treating sensitive and confidential matters with discretion and diplomacy at all times

Primary Responsibilities

• Manage the Special Advisor’s calendar, coordinate meetings across time zones, prioritize appointments, and align with relevant schedules.
• Liaise with board and committee members for quarterly meetings.
• Plan and coordinate travel, event logistics, and liaise with key organizations.
• Oversee travel and office budgets, process reimbursements, and ensure timely payments.
• Compile, prepare, and distribute briefing materials for meetings, presentations, and public engagements.
• Prepare kits for travel and meetings, including agendas, itineraries, and briefing binders, following established templates.
• Handle emails and calls; and manage various engagements and scheduling accordingly.
• Confidently communicate with key high-profile contacts for various reasons and interact with their teams.
• Other duties as assigned.

Must Haves

• Bachelor’s degree in Business Administration, Communications, Political Science, or equivalent experience.
• Advanced training or certifications in administrative support (e.g., Certified Administrative Professional - CAP) an asset.
• Minimum of 5 years of executive-level administrative support experience or similar role.
• Experience working in international, legal, or political environments an asset.
• Proficiency with computer applications including MS Office Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) including Slack and Zoom.
• Proficiency with calendar management application like Google Calendar or Outlook, and customer relationship management (CRM) platforms.
• Ability to manage budgets and expenses using software like QuickBooks, SAP, or Concur.
• Bilingual (English and French) an asset.

Diversity and Inclusion

At Fasken we believe a diverse workplace comprises individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome. Fasken is committed to diversity and inclusion in all that we do.

Accessibility and Accommodation

It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

Background and Reference Checks

Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check, employment and educational verification.

Your Application

We appreciate hearing from all qualified candidates, however, only those applicants whose background and experience match our requirements will be contacted. You can submit your application via ourCareers page.