COMPANY OVERVIEW

Diamond & Diamond Lawyers LLP has been a trusted name in personal injury law for over 40 years, serving clients across Canada. Our commitment to exceptional customer service and personalized attention has established our reputation as advocates for victims of various injuries, ensuring they receive the compensation they deserve.

SUMMARY

We are seeking an Executive Assistant to join our dynamic team at Diamond & Diamond Lawyers LLP. This role is pivotal in supporting our legal team by managing administrative tasks and enhancing operational efficiency. The Executive Assistant will play a key role in ensuring that our commitment to client service is upheld.

REQUIREMENTS

• Recent graduate of an Executive Assistant program or relevant field (Business Administration, Office Management, etc.), or 0-2 years of experience in an administrative or assistant role, preferably in a law firm or corporate environment.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Attention to detail and accuracy.
• Discretion and ability to handle confidential information with professionalism.
• Attributes:
• Proactive and able to take initiative.
• Ability to work independently and as part of a team.
• Flexible and adaptable to changing needs and priorities.
• Calm under pressure and able to handle multiple priorities in a fast-paced environment.

• Calendar Management: Coordinate and manage the partner’s calendar, schedule meetings, appointments, and client calls. Ensure time is effectively allocated and priorities are clear.
• Communication Support: Serve as the point of contact between the partner, clients, colleagues, and external stakeholders. Screen and prioritize incoming emails and phone calls.
• Document Preparation: Draft and proofread documents, emails, and correspondence as needed. Assist with the preparation of presentations, legal briefs, and reports.
• Travel Coordination: Arrange domestic and international travel, including flights, accommodations, and transportation, while adhering to the partner’s preferences and budget constraints.
• Meeting Support: Prepare for meetings by gathering necessary materials, creating agendas, taking notes during meetings, and following up on action items.
• Client Relations: Manage client interactions, ensuring that the partner’s clients are well taken care of and that all inquiries are responded to in a timely and professional manner.
• General Office Support: Perform office tasks such as organizing files, maintaining office supplies, managing expenses, and ensuring smooth office operations.