Position: Administrative Assistant – Professional Services
Location: Toronto
Quantum Management Services is working with a prestigious downtown law firm to recruit a highly efficient Administrative Assistant to provide support to a Partner. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.
Responsibilities:


- Manage the initiation process for new clients and conduct conflict checks utilizing the firm's internal system.
- Ensure adherence to all client intake protocols and uphold precise records of client data.
- Independently oversee the day-to-day administrative functions for the Partner.
- Engage in professional and respectful communication with internal and external stakeholders, including partners, associates, support staff, and external parties.
- Deliver prompt updates and address inquiries concerning client affairs, scheduled appointments, and time-sensitive tasks.
- Provide reminders for client payments and contribute to the preparation of financial summaries as required.
- Maintain precise documentation of client billing details and transaction records.
- Format and draft correspondence, legal documentation, and reports for review and endorsement by the Partner.
- Ensure the precision and entirety of all documents and communications.
- Update the Partner's calendar daily and arrange appointments, meetings, and conference calls.
- Offer comprehensive administrative assistance, encompassing correspondence management, event scheduling, mail handling, file organization, billing, calendar maintenance, and filing duties.

Qualifications:

- Bachelor's/Diploma or equivalent experience in a related field.
- At least 3-years of professional administrative experience in a fast-paced/high volume environment.
- Experience in a professional services firm is required.
- Experience in a legal setting is a BIG plus.

If this sounds like you, please email your Word version resume to rory.colgan@quantum.ca.
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