Executive Assistant, Immigration Operations

Job summary

The Executive Assistant will serve as the primary administrative and operational support to the Director, managing complex calendars, communications, and firm initiatives. They are responsible for coordinating legal processes, handling sensitive documentation, and overseeing billing and project logistics.

Job details

Moodys Private Client Law LLP is looking for an Executive Assistant, Immigration Operations (“EA”) for our Toronto office In this role, the EA will serve as the primary administrative, operational, and strategic right-hand to the Director of MPC Toronto / Immigration Legal Practices, managing communications, complex calendars, and confidential firm initiatives. This role would provide comprehensive administrative, operational, and organizational support to the Director and ensure the smooth execution of legal and operational processes by managing documentation, coordinating daily activities, and improving workflow efficiency. This role requires the handling of highly confidential information with professionalism and discretion. Responsibilities: * Calendar & Inbox Management: Monitor, triage, and prioritize high-volume email traffic; manage complex, shifting calendars, schedule internal and external meetings, and resolve scheduling conflicts proactively. * Gatekeeping & Communication: Serve as the primary liaison between the Director and clients, firm leadership, staff, vendors, and external stakeholders. * Webinar & Project Support: Track prospective client matters, coordinate deadlines, assist with the preparation of correspondence or presentations, and oversee follow-ups for key firm projects. * Financial & Billing Coordination: Process expense reports, track invoices, review billing coordination, and assist with client account management or time-entry oversight. * Travel & Logistics: Coordinate complex domestic and international travel itineraries and organize special firm events or partner meetings. * Confidentiality: Handle highly sensitive personnel, strategic, and client-related information with strict ethical standards and discretion. * Performing various administrative duties, as required. Skills & Experience: * At least three (3) years of experience as an Executive Assistant, Legal Assistant, or U.S. or Canadian Immigration Law Clerk. * Post Secondary Education. * Proficient in typing (60wpm), MS Office Applications, and entry-level AI technologies (i.e. Claude). * Results-oriented with a sense of urgency. Quick learner, self-starter and exudes a “can do” attitude * Passion to learn and grow, and be an integral part of a high-performing team Benefits * Dynamic Work Environment * Competitive Salary / Bonus * Health Insurance / Extended Benefit * Vacation Days / Personal Care Time * Subsidized Underground Parking * Professional Development * Free On-site Gym

What you’ll do

The Executive Assistant will serve as the primary administrative and operational support to the Director, managing complex calendars, communications, and firm initiatives. They are responsible for coordinating legal processes, handling sensitive documentation, and overseeing billing and project logistics.

Requirements

Candidates must have at least three years of experience as an Executive Assistant, Legal Assistant, or Immigration Law Clerk. A post-secondary education and proficiency in MS Office and AI technologies are required.

Benefits

• Dynamic Work Environment • Competitive Salary • Bonus • Health Insurance • Extended Benefit • Vacation Days • Personal Care Time • Subsidized Underground Parking • Professional Development • Free On-site Gym

Listed skills

• Administrative Support · Preferred
• MS-Office · Preferred
• Communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Inbox Management
• Gatekeeping
• Communication
• Project Support
• Financial Coordination
• Billing Coordination
• Travel Logistics
• Confidentiality
• Typing
• MS Office
• AI Technologies
• Administrative Support
• Time-entry Oversight
• Client Account Management

Job areas

• Administrative
• Legal
• Management & Leadership