Executive Operations Coordinator, Transformation

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 an Executive Operations Coordinator to join our team in our Toronto office. The successful candidate must have a minimum of 3-5 years of experience in project coordination, executive support, or transformation initiatives within a professional services environment and will be responsible for supporting senior Transformation leadership, coordinating strategic projects and operational processes, preparing reporting and presentation materials for leadership reviews, maintaining project plans and tracking deliverables, and collaborating with cross-functional teams to drive process improvements and AI enablement initiatives. McCarthy Tétrault employees benefit from a hybrid work environment. This position is to fill an existing vacancy.

Salary Range (Toronto Only): $76,000 - $93,000 annually

The offered salary may vary based on the candidate’s job-specific knowledge, skills, and experience.

As an Executive Operations Coordinator, you will be:

• Supporting day-to-day activities of National Leader, Transformation and Head of Transformation, enabling them to lead major projects that advance the strategy of the Firm, by:
• • Continuously improving day-to-day work processes and interactions to increase efficiency and effectiveness.
  • Proactively managing and bringing order to their calendars. This includes initiating, accepting and rescheduling meetings, and ensuring scheduling conflicts are minimized.
  • Gaining first-hand knowledge of the inner workings of the Innovation, Transformation, and Client Service Delivery teams, and the Firm’s priorities by organizing meetings, monitoring and developing correspondence, and managing travel arrangements.
  • Using existing and new technology tools to drive efficiency and track action items.
  • Maintaining accurate and up-to-date contact information for key clients, prospects, and stakeholders in the Firm's relationship management systems and ensure business development activities, including meetings, outreach, and follow-ups, are consistently captured and documented.
  • Working on important financial matters, including client billing arrangements and expenses.
• Performing duties as assigned in support of various Innovation and Transformation projects, contributing to process improvements and strategic initiatives, by:
• • Preparing reporting and presentation materials for quarterly and annual leadership reviews, Senior Leadership Team (SLT) meetings, and other key stakeholder forums.
  • Developing and maintaining project plans for the range of initiatives undertaken by the Transformation team, tracking milestones, deliverables, and timelines.
  • Collaborating with cross-functional teams and stakeholders to identify pain points and develop practical solutions.
  • Mapping current-state processes and codifying them into standard operating procedures to support consistency and scalability.
  • Assisting with the delivery of AI training and enablement programs in support of the Firm's AI integration strategy.
• Interacting with important clients of the Firm, including arranging meetings, client events, gifts, and sponsorships to build relationships.
• Coordinating vendor management and HR tracking processes.

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

• Post-secondary education in Business, Finance, Project Management or a related field.
• Experience in a professional or legal services environment would be an asset.Advanced knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint) and PDF editing software (i.e. Adobe Acrobat Pro). Capacity to learn other Firm-specific software.
• Excellent written and verbal communication skills. Ability to write in cogent, concise business language (avoiding marketing-speak) and communicate effectively across multiple levels of the organization.
• Attention to detail and extremely organized.
• An energetic self-starter, with a proactive and positive approach to all activities. Demonstrated “can do” attitude to ensure tasks and activities are managed with the utmost efficiency and effectiveness.
• Collaborative, flexible and adaptable. Equally comfortable working independently and as part of a team environment.
• Outstanding organizational and time management skills. Ability to prioritize multiple tasks/deadlines as they relate to processes and projects.
• Demonstrated ability to ensure utmost confidentiality and discretion at all times.
• Ability to work effectively and manage change in a fast-paced, dynamic work environment. Able to meet quick deadlines, under pressure and often with competing priorities.
• Proven problem-solving skills with the ability to visualize and deliver creative solutions.
• Ability to work independently and proceed with objectives under minimal supervision.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

McCarthy Tétrault utilizes artificial intelligence (AI) technology as part of our application screening process to enhance the efficiency and effectiveness of our recruitment efforts by analyzing applications to identify candidates whose qualifications and experiences align with the requirements of the position.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.