current opportunities

executive assistant & office administrator

We are currently hiring an Executive Assistant & Office Administrator. This is a full-time, permanent, hybrid position based in Toronto.

We are a collegial, social justice-focused boutique firm with a diverse and interesting practice, and a particular focus on work with Indigenous clients (individual, governmental, and organizational) and other equity-seeking groups. We practice mainly in the areas of civil litigation, administrative law, employment law, Indigenous and Aboriginal law, and not-for-profit law. 

We are looking for someone with a strong client service focus, excellent communication and organizational skills, attention to detail, and the ability to adapt to changing priorities. The suitable candidate will be able to work independently and collaboratively with the team, while treating sensitive and confidential matters with discretion. This is an immediate opening based out of Toronto, offering a hybrid (mostly remote) work model, and the chance to be part of a friendly and supportive team that does interesting, meaningful work.

Responsibilities

This is a flexible role that combines aspects of office administration, legal assistance, and executive assistance, and which may evolve with the firm’s needs and the successful candidate’s interests and demonstrated capacities.

• Assisting in the preparation of documents, presentations, correspondence, etc.

• Assistance with client file management (opening and closing files, documenting conflict checks, record-keeping, etc.)

• Assistance with administrative tasks such as payroll, ROEs, billing, website maintenance, purchasing, etc.

• Calendar management and appointment scheduling

• Research 

• Communications with partners, contractors, courts, tribunals, counsel, clients, etc.

• Researching and booking travel arrangements

• Telephone and email communications on behalf of the firm, including answering phone lines 

• Receiving and assisting with inquiries from potential new clients

• Assisting with client intake and onboarding

• Filing documents with the courts and tribunals

• Assisting with provision of services to clients 

• Participation with firm planning

• Assistance with organizing firm meetings and other events

• Assisting with firm and lawyer compliance with professional, legal, financial, and regulatory requirements

• Assistance with marketing, business development, and client retention initiatives

• Regular travel within the GTA as required, and occasionally to other locations 

• Participation in training or education programs as required.

• Other administrative and office management tasks necessary for the effective and efficient operations of the firm, including any other duties that are commonly performed by a legal assistant, executive assistant, personal assistant, office administrator, or administrative assistant 

Requirements

• Minimum three years of administrative experience in an office environment

• Strong skills with using computers, with proficiency in Google Workspace and Microsoft Office

• Proficiency with PDF software, particularly editing, hyperlinking, bookmarking, compiling, and redacting functions

• Ability to remain flexible, calm, focused, and effective under pressure and changing priorities

• Excellent verbal and written communication

• Excellent attention to detail and ability to follow precise directions

• Problem-solving skills

• Good judgment and decision-making

• Sense of pride and commitment to high standards in one’s work

• Trustworthiness, discretion, and sensitivity  

• Strong interpersonal skills 

• Extremely organized and meticulous with follow-up 

• Takes initiative, helpful, and anticipates needs of others on the team

• Comfortable engaging with clients and others from diverse backgrounds in a compassionate, non-judgmental, and professional manner

• Commitment to helping us promote access to justice, provide inclusive and empowering legal services, and contribute to progressive change in society

• Ability to travel in the GTA (access to vehicle or proximity to reliable public transportation)

• Remote/home workspace that allows for safe, quiet, and confidential work

• Laptop, smart phone, and high-speed internet appropriate for the work duties

While not required, the following are a definite asset:

• Experience with remote/hybrid office/team work

• Experience with CaseLines 

• Experience with Clio Manage

• Certificate or Diploma in an office administration, administrative assistant, legal assistant, or law clerk program 

• Experience working with Indigenous Peoples and/or above-average familiarity with Indigenous cultures, histories, and contemporary social/political issues and/or completion of an Indigenous Cultural Competency Training 

Compensation: $25-$30/hour (depending on qualifications and experience); 3 weeks’ annual vacation; paid personal/wellbeing days; health allowance; home office and technology allowance

Closing date: Post will remain open until role is filled; applications will be reviewed and video interviews scheduled on a rolling basis beginning August 7, 2025.

Please submit a cover letter and resume/CV to sarahbeamish@beamishlaw.com. We are committed to a fair and accessible recruitment process, and encourage candidates to inform us of any accommodations needed.

Due to capacity limitations, we may not respond to all applications. However, we will advise all interviewed candidates of our decision regarding their application.