Administrative Assistant - Professional Journey Office

McCarthy Tétrault LLP; United States; Hybrid; USD 42,000 - 49,000; Full time

Benefits offered by this job

Insurance premiums paid by Firm

Wellness and technology reimbursements

Volunteer day off

Birthday day off

Job summary

McCarthy Tétrault LLP is seeking an Administrative Assistant for the Professional Journey Office in Toronto or Montréal. The role supports the Head of PJO and the team across coaching, mentoring and alumni programs, with a focus on calendar management, travel coordination, and communications.

The ideal candidate has at least three years of office experience (law firm preferred), strong MS Office skills, and proficiency in French/English.

Qualifications

• Post-secondary diploma.
• A minimum of three years of office work experience, including executive or administrative assistant support. Law firm or other professional services firm experience is preferred.
• Event coordination experience and experience with procurement or invoicing systems is an asset.
• Proficiency with Microsoft Office (Outlook, Word, Excel and PowerPoint), MS Teams, MS Forms and SharePoint.
• Fluent bilingualism (French/English) is an asset.
• Excellent organizational, proofreading, spelling, and grammar skills, with a strong attention to detail.
• Exceptional verbal and written communication skills, with the ability to communicate effectively and professionally with individuals at all levels of the Firm.
• Ability to work effectively in a fast-paced environment, manage competing priorities, and meet critical deadlines.
• Ability to work independently, exercising sound judgment while recognizing when to seek guidance or escalation.
• Demonstrated ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.

Responsibilities

• Provide administrative support for the Head of the Professional Journey Office and the PJO team’s coaching, mentoring and alumni programs.
• Manage calendars, schedule meetings across offices and time zones, and book rooms and Teams meetings.
• Arrange travel and prepare expense reports, process invoices and maintain confidential files.
• Prepare, format and proofread correspondence, presentations, reports and meeting materials.
• Support alumni and mentoring program logistics, communications and events.
• Maintain alumni contact lists and program files, and coordinate French translations for communications.

Skills

Administrative support

Event coordination

Communication skills

Time management

Bilingual French/English (asset)

Education

Post-secondary diploma

Tools

Microsoft Office

MS Teams

SharePoint

Invoicing/Procurement systems

Job description

Job Description

McCarthy Tétrault is a leading Canadian law firm offering a full suite of legal and business solutions to clients in Canada and around the world. With offices in Toronto, Montréal, Québec City, Calgary and Vancouver, we provide challenging and rewarding career opportunities across the country. Recognized as one of Canada’s Top 100 Employers for eleven consecutive years and one of Canada’s Best Diversity Employers for fourteen consecutive years, our culture is guided by The McCarthy Way—our shared approach to working with clients and with each other.

The McCarthy Way is built on four core elements: Excellence, through attracting and developing top talent committed to delivering on our Client Commitment; Collaboration, through seamless, integrated teamwork; Inclusion, through eliminating barriers to belonging and success; and Innovation, through delivering maximum value by embracing leading-edge technologies and approaches. Together, these principles shape how we work, lead, and grow—every day.

We are recruiting for an Administrative Assistant, Professional Journey Office (PJO) to join our team in our Toronto or Montréal office. The successful candidate must have a minimum of three years of office work experience, preferably in a law firm or other professional services firm, and will be responsible for providing administrative support to the Head of the Professional Journey Office and the PJO team across our coaching, mentoring and alumni programs. McCarthy Tétrault employees benefit from a hybrid work environment. This is a newly created position.

Salary Range (Toronto only): $59,000 – $69,000 annually

The offered salary may vary based on the candidate’s job‑specific knowledge, skills, and experience.

PJO Administration, Operations & Communications

Providing administrative support to the Head of the Professional Journey Office (PJO) and the PJO team. Duties include:

• Managing calendars, scheduling meetings across offices and time zones, and booking boardrooms and Teams meetings.
• Arranging travel and preparing and processing expense reports.
• Preparing, formatting and proofreading correspondence, presentations, reports and meeting materials.
• Processing invoices, tracking expenses and maintaining organized, confidential files.
• Posting approved updates to intranet pages and providing back‑up support to the PJO Coordinator.
• Providing administrative support for other duties and special projects as assigned.

Coaching & Mentoring Programs

Providing administrative support for the PJO’s coaching and mentoring programs. Duties include:

• Preparing and distributing program communications and materials, sending reminders and assisting with scheduling.
• Updating coaching records, contact lists and engagement trackers.
• Creating purchase orders and processing vendor invoices.
• Arranging logistics for mentoring sessions across offices, including boardrooms, catering, video conferencing, registration and attendance.
• Providing event support for Mentoring Month and the annual Mentoring Awards.

Alumni Program Administration

Providing administrative support for the Firm’s alumni program. Duties include:

• Assisting the PJO, National Alumni Committee Leads and our Clients & Markets Alumni partners with alumni event administration, including scheduling, venue and catering arrangements, invitation lists, RSVP tracking, materials, photos and on‑site logistics.
• Providing administrative support to Clients & Markets and other internal teams for alumni newsletters and communications, including coordinating French translation and scheduling distribution.
• Scheduling alumni committee and other alumni‑related meetings.
• Maintaining alumni contact lists and program files.

As our ideal candidate, you will distinguish yourself by the following profile:

• Post‑secondary diploma.
• A minimum of three years of office work experience, including executive or administrative assistant support. Law firm or other professional services firm experience is preferred.
• Event coordination experience and experience with procurement or invoicing systems is an asset.
• Proficiency with Microsoft Office (Outlook, Word, Excel and PowerPoint), MS Teams, MS Forms and SharePoint.
• Fluent bilingualism (French/English) is an asset.
• Excellent organizational, proofreading, spelling, and grammar skills, with a strong attention to detail.
• Exceptional verbal and written communication skills, with the ability to communicate effectively and professionally with individuals at all levels of the Firm.
• Ability to work effectively in a fast‑paced environment, manage competing priorities, and meet critical deadlines.
• Ability to work independently, exercising sound judgment while recognizing when to seek guidance or escalation.
• Demonstrated ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two‑way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

McCarthy Tétrault utilizes artificial intelligence (AI) technology as part of our application screening process to enhance the efficiency and effectiveness of our recruitment efforts by analyzing applications to identify candidates whose qualifications and experiences align with the requirements of the position.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status.

McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment.

Please notify us if you require accommodation at any time during the recruitment process.