Executive / personal assistant, legal

Are you looking for a new administrative challenge? Are you interested in a career in the legal sector? Do you have experience as an Executive Assistant in a legal firm?

Are you looking to join a national organization that fosters the personal development of individuals and offers stimulating career prospects?

Our client, a major national legal firm, is looking to hire an executive/personal assistant for their office in downtown Montreal.

Please don't hesitate to apply if you think you are the right fit for the role!

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
-Anticipating needs of Partner to efficiently maximize time by managing a priority list\schedule and workload to ensure information is adequately prepared for meetings, including briefing on daily\weekly schedule and creating, managing and co-ordinating receipt of required documentation and materials in advance of meetings
-Updating calendars for assigned Partner, including their meetings, appointments, due dates and client-related activities
-Co-ordinating logistics of internal and external conferences, business development activities, meetings and events
-Booking and coordinating Partner travel and ancillary arrangements including preparing itineraries and travel expense reports, reconciliation of credit card statements and receipts as may be required
-Updating contact names and addresses in the client database on a regular basis
-Assist with frequent personal requests
-Monitoring emails and managing Partner inbox, assessing priorities, gathering relevant information, taking appropriate action and preparing responses.
-Receiving, handling, screening and/or directing incoming calls as directed by Partner; responding to routine inquiries and requests from clients; and taking messages as required.
-Managing and organizing complex files
-Assisting with the preparation and finalization of time entry if required on a daily basis in preparation for Billing Assistant to process.
-Coordinating with the finance team regarding client files
-Preparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, and copy typing or other instructions
-Coordinating and dispersing tasks to be performed by various resource groups
-Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity

Qualifications
-Bilingualism (French and English, oral and written)
-Legal Assistant diploma or college certificate in office administration or Information & Communications Technologies or equivalent
-Minimum 5 years of experience as a legal assistant or as an assistant with experience ideally acquired in a law firm. 2+ years of experience with litigation practice work is an asset
-Service-Oriented and Autonomous: Demonstrates a strong commitment to delivering high-quality work with efficiency and minimal supervision. Navigates firm systems and resources effectively, delegates appropriately (coordinating with the Resource Centre, IT, Finance, Clients and Markets, etc.)
-Proactive Mindset: Anticipates the needs and priorities of assigned Partner and takes initiative to address tasks and resolve issues before they arise. Dedicated to making Partners’ work life easier and more efficient by continuously identifying and suggesting process improvements
-Client-Centric and Collaborative: Maintains a "can-do" attitude and a team-first mentality. Willing to assist beyond scope of responsibilities, always seeking opportunities to support colleagues and clients. Prioritizes client service in all interactions.
-Exceptional Communication Skills: Communicates clearly, professionally, and respectfully—both in writing and verbally—with firm members and firm clients.
-Sound Judgment: Applies critical thinking and makes thoughtful decisions in routine and complex scenarios alike. Handles sensitive and confidential information with the utmost care and integrity.
-Flexible and Solution-Oriented: Embraces change and is capable of thinking creatively to develop practical solutions and open to learn new tools and technologies.
-Highly Organized: Maintains a structured and detail-oriented approach to work, ensuring tasks are completed accurately and on time.

Our Client operates across Canada, and globally/internationally in the United States and other countries. This company takes all reasonable means to limit the number of positions in Quebec that require knowledge of a language other than French, and only requires this where it is necessary and its existing bilingual employees are unable to fulfil these job duties. Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:

-communicate with English-speaking clients/partners/employees located outside Quebec on a regular basis
-work on client projects, products or deliverables that are required to be delivered to clients in English

Summary
Interested in this position? Apply online or send us an email at salma.tozy@randstad.ca.

For more information on this and all other positions currently available, visit www.randstad.ca.

We look forward to receiving your resume!

All resumes received will be considered equally.

Only selected candidates will be contacted.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.