- Location: Montréal, Québec
- Salary: $70,000 – $90,000 per year
- Job Type: Permanent
Advantages
-Competitive salary based on experience
-3 weeks of vacation
-6 personal days. + 2 extra days ( 1 for volunteer and one for birthday)
-Comprehensive insurance package as of day 1, paid by company
-Work Model: 4 days working in the office and one day remotely
-Strong community involvement and a commitment to equity, diversity and inclusion
Responsibilities
-Providing administrative support to a board member, a member of senior leadership as well as 2-3 partners including calendar, files, due dates, and client-related activities
-Coordinating internal and client meetings, including preparation of agenda, scheduling rooms and arranging for needed catering or technology support
-Travel arrangements and ancillary arrangements
-Providing support in managing multiple tasks and competing deadlines
-Preparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions
-Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity
-Managing files including opening new files, and maintaining large and complex files
-Reviewing and routing incoming mail; preparing and processing outgoing mail; and arranging for specialized mail or messenger services as required
-Receiving, handling, screening and/or directing incoming calls, responding to routine inquiries and requests from clients
-Working collaboratively with lawyer and Billing Assistants to ensure bills are reviewed and processed on a monthly basis in line with Firm deadlines
-Proactively monitoring outstanding customer invoices and working with lawyers and the collections team to follow up on late payments
-Working with Finance to coordinate new Client and Matter openings, including submitting requests for conflict checks
-Coordinating and arranging for on-site and external meetings, conferences and events. Coordinating logistics of internal and external conferences, meetings and small events.
-Requesting reports from client relationship management systems and keeping track of client preferences, meetings, and meeting notes
-Attending training on new tools and sharing knowledge acquired
Qualifications
-Bilingualism (French and English, oral and written)
-Legal Assistant diploma or college certificate or university degree in Business Administration or equivalent
-Minimum 5 years of experience as a legal assistant or as an assistant with experience ideally acquired in a law firm
-Intermediate-Advanced proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint) as well as familiarity with other tools such as HiQ, iManage, Salesforce
-In-depth knowledge of business and legal terminology
-Strong attention to detail and superior word processing, spelling, proofreading and editing skills
-Critical thinking skills required to plan, organize and problem solve proactively
-Strong time management, organizational and multi-tasking skills, and ability to work under pressure to meet important deadlines
-Provides a high level of service to clients (external) and colleagues (internal)
-Demonstrates tact, respect, and professionalism in all interactions
-High level of discretion and confidentiality and capacity to handle extremely sensitive information
-Exceptional communication (written/spoken) and interpersonal skills