Legal Executive Assistant

The opportunity

You’ll join our Enterprise Support Services (ESS) team, helping to support the important business enablement functions that keep our organization running strong.

As a driven administrative professional, you will work across teams to provide the knowledge, resources and tools that help EY deliver exceptional quality service to our clients, win in the marketplace and support EY’s growth and profitability.

Your key responsibilities

As a legal EA, you will perform high-level administrative support for EY Law lawyers and with the legal administrative aspects of their practices including.

Your key responsibilities include :

Document Preparation & Management : Formats and edits letters, memos, reports and presentations from draft stage to client-ready work.

Reviews documents prior to production for accuracy and completeness, Identifies and gathers hard-copy original work papers and other important documents from practice offices related to client litigation and assists in preparing these for production.

Editing court related documents including putting together exhibits. Requesting & submitting documents from / to Tax Court of Canada.

• Filing : Maintain filing system (open new files / close files / ensure that daily filing is kept up to date). Update legal books with new additions / changes.
• Financial Management Support : Has in-depth knowledge of and performs tasks supporting the client engagement management process including, understanding of independence regulations, using appropriate tools to open client and engagement codes and ensures compliance of time and expense tracking / reporting.
• Billings and AR Collection : Assists partners with client billings and collection by liaising with the financial management group to process Work in Process (WIP) system reports, tracking expenses, drafting and finalizing invoices, time transfers and relieving WIP.
• Time and Calendar Management : Time and Calendar Management : Establishes a systematic method for self and others to track time commitments and due dates for tasks (tickler system), and the completion of tasks.

Independently manages multiple calendars by scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate.

• Meeting Coordination : Coordinates and makes arrangements for on-site and off-site meetings and events including logistics ( communication, location, meals, equipment, materials, RSVPs, and travel.).
• Travel Planning : Coordinates cost-effective and sometimes complex domestic and international travel arrangements and itineraries for individuals and groups.
• Client Relationship Management : Regularly meets with client serving executives to obtain a strong understanding of their needs.

Develops and maintains relationships with internal and external clients to understand the business and client needs.

Other admin duties as required.

Skills and attributes for success

• Proficiency in Word, Excel, PowerPoint, with an aptitude to learn standard firm software and other relevant applicants and technical / office equipment at an advanced level
• Exceptional administrative skills and strong focus on attention to detail
• Ability to work and multi-task in a fast-paced environment, taking responsibility for client service demonstrating the ability to follow up and follow through
• Ability to readily adapt to changes in working environment and help others adjust
• Mindset for continuous improvement streamlines work processes and share results with others
• Ability to work, cooperate and communicate with others
• Sound judgment regarding confidential and sensitive matters
• Highly motivated, proactive and enthusiastic team player

To qualify for the role, you must have

• Law clerk designation or diploma or equivalent experience
• Bachelor’s degree is an asset but not required
• Minimum 2 plus years of legal or applicable experience
• 5+ years related experience in an administrative role / environment preferred

Ideally, you’ll also have

• General understanding of financial principles as they relate to the billing of chargeable time
• Professional services firm experience

What we look for

We are looking for candidates who are highly motivated, analytical, logical thinkers, have a very strong attention to detail and the ability to meet multiple and / or unexpected deadlines in a demanding environment.

What we offers

At EY, our Total Rewards package supports our commitment to creating a leading people culture - built on high-performance teaming - where everyone can achieve their potential and contribute to building a better working world for our people, our clients and our communities.

It's one of the many reasons we repeatedly win awards for being a great place to work.

We offer a competitive compensation package where you’ll be rewarded based on your performance and recognized for the value you bring to our business.

In addition, our Total Rewards package allows you to decide which benefits are right for you and which ones help you create a solid foundation for your future.

Our Total Rewards package includes a comprehensive medical, prescription drug and dental coverage, a defined contribution pension plan, a great vacation policy plus firm paid days that allow you to enjoy longer long weekends throughout the year, statutory holidays and paid personal days (based on province of residence), and a range of exciting programs and benefits designed to support your physical, financial and social well-being. Plus, we offer :

• Support and coaching from some of the most engaging colleagues in the industry
• Learning opportunities to develop new skills and progress your career
• The freedom and flexibility to handle your role in a way that’s right for you

Diversity and Inclusion at EY

Diversity and inclusiveness are at the heart of who we are and how we work. We’re committed to fostering an environment where differences are valued, policies and practices are equitable, and our people feel a sense of belonging.

We embrace diversity and are committed to combating systemic racism, advocating for the 2SLGBT+ community, promoting our Neurodiversity Centre of Excellence and Accessibility initiatives, and are dedicated to amplifying the voices of Indigenous people (First Nations, Inuit, and Métis) nationally as we strive towards reconciliation.

Our diverse experiences, abilities, backgrounds, and perspectives make our people unique and help guide us. Because when people feel free to be their authentic selves at work, they bring their best and are empowered to build a better working world.

EY Building a better working world