administrative assistant

Job Title: Administrative Assistant

Department: Operations / Office Administration

Location: Toronto, ON

Reports To: Director of Operations

About CaseMark Financial

CaseMark Financial is a specialized financial-services company focused on litigation funding in the personal injury market. Their services include pre-settlement and post-settlement financing, treatment financing, and disbursement funding.

As an Administrative Assistant, you?ll work in a fast-paced, professional environment, supporting teams that interact with legal and financial stakeholders, clients, and internal operations.

Key Responsibilities

• Provide general administrative and clerical support: manage incoming calls, correspondence, mails, greeting visitors, maintaining reception area.
• Calendar and meeting coordination: schedule meetings, prepare meeting rooms, book conference calls or virtual meetings, assist with travel arrangements if required.
• Document preparation and filing: assist in drafting, formatting, proofreading documents such as reports, presentations, internal memos; maintain organized physical and electronic filing systems, ensuring confidentiality of legal/financial information.
• Data entry and database maintenance: update client/attorney/partner contact information, track case files and funding applications, maintain spreadsheets and databases accurately.
• Financial/clerical tasks: process invoices, expense reports, coordinate with accounting/finance for petty cash or reimbursements, assist in tracking payments and documentation.
• Liaison and communication: act as a liaison between different departments (legal, underwriting, finance, operations) and external parties (law firms, clients, service providers), ensuring timely follow-up and clear communication.
• Office operations support: monitor office supplies, coordinate equipment/service maintenance, assist with onboarding of new staff, help maintain office policies and procedures.
• Special projects: support ad-hoc administrative projects as needed, such as event planning, file audits, process improvement initiatives.
• Uphold confidentiality: given the nature of litigation-funding work, ensure strict adherence to confidentiality, data-security and professional standards.

Qualifications & Skills

• Minimum of 1-3 years of experience in an administrative/office-support role, preferably in financial services, legal services, or a related professional environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with database systems or CRM systems is a plus.
• Strong organizational skills and ability to manage multiple tasks/priorities in a deadline-driven environment.
• Excellent communication skills (verbal and written) and professional demeanor when interacting with internal and external stakeholders.
• Attention to detail and accuracy in document preparation, data entry and record-keeping.
• High level of discretion and integrity; familiarity with handling confidential legal/financial information.
• Ability to work both independently and as part of a small team, with initiative and resourcefulness.
• Associates diploma or equivalent administrative certificate preferred; post-secondary education is an asset.

Personal Attributes

• Proactive, reliable, and flexible ? willing to help where needed and adapt to evolving priorities.
• Customer-service oriented ? able to anticipate needs and support internal/external clients with professionalism.
• High energy, positive attitude, and strong team player mentality.
• Professional appearance and presentation consistent with working in a boutique professional financial/legal environment.

Why Join CaseMark Financial

• Opportunity to work in a dynamic, niche segment of the financial services industry (litigation financing) with a mission to assist plaintiffs and legal professionals.
• Collaborate with a team of legal and finance professionals committed to creative, sustainable funding solutions.