Administrative Assistant (Accident Reconstruction)

Company Description

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets.

The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.

Job Description

We are seeking an Administrative Assistant to join our Accident Reconstruction team in Oakville, ON. This is a great opportunity 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.
• 0–2 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

• Bachelor’s 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 team’s 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 $55,000 - $63,000 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.

By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

Please explore what we’re all about at www.jsheld.com.

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 [email protected] and include “Applicant Accommodation” within the subject line with your request and contact information.

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Job Location Type: In Office

Department: Accident Reconstruction Consulting