We are seeking an Administrative Assistant to join our Accident Reconstruction team in Oakville ON. This is a great prospect for a highly organized detail-oriented professional who thrives in a fast-paced environment. The role provides hands-on support across accident reconstruction and forensic consulting matters including case coordination document preparation client communication and administrative support. The ideal candidate will bring strong communication Microsoft Office and interpersonal skills with a client-focused approach.
Job Responsibilities:
Administrative & Operational Support
- Provide administrative support to accident reconstructionists and engineers
- Manage calendars meetings travel arrangements and court / examination dates
- Prepare edit format and proofread correspondence expert reports CVs and invoices
- Coordinate file intake job openings conflict checks and file maintenance
Litigation & Client Coordination
- Liaise with law firms insurance carriers and external vendors
- Maintain strict confidentiality of sensitive legal and medical information
- Track deadlines limitations and deliverables across multiple active files
Document & Data Management
- Organize electronic files exhibits photos drawings and technical documentation
- Maintain accurate records in case management time tracking and billing systems
- Assist with document production secure file sharing and disclosure compliance
Billing & Reporting Support
- Support monthly invoicing expense tracking and WIP reports
- Assist Operations with internal reporting and process improvements
Qualifications :
Required Qualifications:
- High school diploma or equivalent.
- 02 years of experience as an Administrative Assistant Legal Administrator Technical Administrator or similar role.
- Strong English communication skills both written and verbal.
- Strong attention to detail organization and accuracy.
- Advanced proficiency in Microsoft Office including Word Outlook and Excel.
- Strong interpersonal skills with a personable client-focused approach.
- Self-motivated with the ability to take initiative and work effectively in a fast-paced environment.
- Growth mindset with an interest in continuous learning and professional development.
Preferred Qualifications:
- Bachelors degree or college diploma.
- Previous experience in accident reconstruction forensic engineering legal services insurance or consulting.
- Experience supporting engineers or expert witnesses.
- Familiarity with time entry and billing systems.
- Strong proofreading and technical document formatting skills.
Physical and Mental Job Qualifications:
- Prolonged periods sitting at a desk and working on a computer.
Additional Information :
Some of the Benefits We Have Include
J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our teams needs.
- Our flexible work environment allows employees to work remotely when needed
- Medical Dental and Vision Insurance
A reasonable estimate of the salary range for this role is $55000 - $63000 CAD.
Any offered salary range is based on a wide array of factors including but not limited to skillset experience training location scope of role management responsibility etc.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.
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EEO and Job Accommodations
We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!
J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex gender identity sexual orientation race color religion national origin disability protected Veteran status age or any other characteristic protected by law.
If you are an individual with a disability and would like to request for a reasonable accommodation please email and include Applicant Accommodation within the subject line with your request and contact information.