Legal Executive Assistant - NYC Office

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 a Legal Executive Assistant to join our team in our New York office. The successful candidate must have a minimum of 3-5 years of experience as a legal assistant or executive assistant and will play a pivotal role in supporting our Partners by delivering high-level administrative support across practice management, leadership duties, office operations and business development initiatives. This role serves as a key administrative and operational resource, coordinating office activities, proactively anticipating needs, and ensuring smooth and efficient operations to help optimize lawyer productivity and support the effective functioning of the office.

Salary Range: $90,0000 - $110,000 USD based on experience.

As a Legal Executive Assistant, you will be:

• Coordinating day-to-day office operations to ensure an organized, professional and efficient workplace liaising with internal and external stakeholders as required.
• Supporting onboarding and offboarding activities for lawyers and staff in collaboration with Human Resources, IT and Finance, ensuring a smooth transition and positive employee experience.
• Coordinating lawyer and office administrative requirements including professional memberships, reporting obligations, registrations and related documentation.
• Drafting, formatting, revising and proofreading a variety of legal and business documents.
• Overseeing Partners’ calendars, emails, files, and daily workflows to ensure efficient operations, including scheduling meetings and coordinating related details.
• Assisting with time entries, billing review, budget tracking, billing deadlines and collections.
• Arranging travel, accommodations and related plans and prepare itineraries.
• Corresponding with clients and respond to client inquiries.
• Coordinating and arranging logistics for client events, conferences, receptions, seminars and other business development initiatives, maintaining client information in CRM systems and tracking sponsorships and outreach efforts.
• Opening, organizing, and maintaining both electronic and physical files in collaboration with Records Management.
• Guideing and mentoring team members on best practices and contributing to change efforts through involvement in pilots, task forces, and new program initiatives. Acting as a role model of the McCarthy Way and Firm values.
• Assisting with periodic personal requests.
• Other duties included.

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

• A post-secondary education in a legal assistant or administration program, law clerk or paralegal certificate or diploma or a university degree.
• Minimum 3-5 years of experience as a legal assistant or executive assistant.
• Intermediate-Advanced proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint), Kofax or Adobe Acrobat as well as familiarity with other tools such as iManage, Client Connect, InTapp Time.
• In-depth knowledge of business and legal terminology.
• A strong understanding of specific legal practice areas may be needed. The successful candidate will adapt to the unique requirements of a specific practice area, with training provided as required.
• Attendance in the office may be more than the firm’s In-Person Work Environment Policy, when needed and as determined in collaboration with assigned Partners.
• Support for assigned pa…