Senior Administrative Assistant

Grant Thornton - Canada; Toronto; On-site; CAD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant for Legal Operations. This role is pivotal in managing vendor relationships, supporting legal teams, and ensuring efficient operations within the department. You will be part of a vibrant community that values collaboration and personal growth, where your contributions directly impact the success of the firm. With a focus on work-life balance and a supportive environment, this position offers a unique opportunity to thrive in a professional setting while embracing a culture of care and community. If you are organized, proactive, and passionate about supporting legal operations, this is the perfect place for you.

Benefits

Profit sharing

Flex days

RRSP contributions

Firmwide holiday closure

Wellness benefits

Concierge-like benefits

Work from anywhere in Canada in the summer for 4 weeks

Qualifications

• 5+ years in a similar position, preferably in a law firm or legal department.
• Strong organization and interpersonal skills required.

Responsibilities

• Manage vendor relationships and legal support requests.
• Prepare documents and assist with administrative tasks for legal operations.

Skills

Organisation

Interpersonal Skills

Decision Making

Confidentiality

IT Support

Education

Post-secondary diploma/degree

Legal related field

Tools

Microsoft Teams

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

SharePoint

PDF editing software

ALTEC

Job description

Who we are
You know those big cities that still feel like small towns? Where everyone’s friendly and helps each other out? That’s like Doane Grant Thornton. Except here we’re all professionals and there isn’t a mayor or a general store. What we’re trying to say is that we’re a large and growing professional services firm that still feels like a community. We employ over 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live. That’s what’s most important to us. We’re building a thriving organization that’s purpose driven and still want to remember what your favourite milkshake flavour is.

Our special culture shines through when we have the opportunity to connect in person. That’s why we’re working in a model where teams are required to be together in the office 4 days per week.

As a Senior Administrative Assistant, Legal Operations your responsibilities will include:

1. Vendor management of outside legal counsel, experts and other suppliers including:
1. Arranging for payment and review of accounts from outside legal counsel, experts and other suppliers
2. Directly accessing ALTEC (Finance accounts payable system) to monitor progress and respond to enquiries about status of accounts payable
3. Creating and managing requests for reimbursement from insurers and supporting reporting to insurers on costs incurred, including formal yearend and semi-annual reports
4. Dealing directly with partners and colleagues in the firm to help them access legal support and direct them to the right resource within the General Counsel’s Office
5. Responding to requests for Insurance certificates and supporting the insurance application process
6. Preparing documents for signature as directed by members of the legal team using DocuSign and other applications as appropriate
7. Assisting in the management of the Legal Matters database as well as electronic file management for the department and legacy paper files
8. Processing requests to confirm that the firm’s stale dated working paper files relating to client work can be processed for destruction in the normal course and are not subject to a litigation hold
9. Arranging travel for all counsel in the department
10. Support for the preparation of power point presentations and learning materials created by the General Counsel’s Office for the firm
11. Submitting expenses and calendar management for the General Counsel
12. Supporting the payment of law society fees and other professional expenses for all members of the department and assisting in matters relating to expenses
13. Scheduling group and committee meetings, including managing agendas and follow up coming out of the meetings
14. Using existing and new technology tools to drive efficiency and track action items
15. Supporting the transactions lawyers in their administrative requirements and compiling closing books on transactions
16. Supporting the Manager of Regulatory Compliance and Assistant Board Secretary, as required, including setting up, tracking and closing partner votes
17. Other administrative duties as required including assisting lawyers in preparing and finalizing documents

Doane Grant Thornton
If you’re a bit like us, you’re driven to connect with how others are feeling and thinking. Here we walk in others shoes before taking action. Just imagine being part of a team that puts “we before me”, where flexAbility is a mindset, and where you trust your colleagues to have your back. At Doane Grant Thornton, you’ll work with inspiring leaders who support your development, both personally and professionally. This is a place where your insatiable curiosity enables you to think, see and hear from a variety of perspectives, a place where every day is different and having the courage to grow is part of who you are. And when all this comes together, well that’s when the magic happens!

Want to learn more about who we are and how we live our purple every day? Read our colleagues’ stories at www.discoveryourpurple.ca

Think you’ve got what it takes to be a Senior Administrative Assistant, Legal Operations? Like the colour purple? Great. Here's a few more boxes we’re also hoping you can tick:

1. Post-secondary diploma/degree required, in a legal related field would be an asset
2. 5+ years in a similar position - experience in a law firm or legal department would be an asset
3. Strong organization skills, including the ability to effectively prioritize and complete multiple tasks
4. Strong interpersonal skills, including the ability to establish and maintain effective working relationships and the presence to deal directly with senior executives in the firm
5. Advanced skills in Teams, Excel, Word, Outlook, PowerPoint and Sharepoint and pdf editing software
6. Proficiency in Excel is a priority for tracking fees, disbursements and other payments made in connection with litigation files, and for reporting to the internal finance team and our insurers
7. Ability and willingness to support the lawyers when IT issues arise, including submitting service tickets and following up to ensure timely resolution
8. Ability to exercise good judgment and decision making and the ability to treat confidential information with appropriate discretion

At Doane Grant Thornton we’re focused on making a difference in the lives of our clients, our colleagues and our communities. That’s our purpose. Or, as we like to say, living our purple.

What's in it for you?

Profit sharing, Flex days, RRSP contributions, Firmwide holiday closure, Wellness benefits, Concierge-like benefits, Work from anywhere in Canada in the summer for 4 weeks, and more!

Are you ready to Discover Your Purple?

#LI-Onsite