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Bilingual Executive Assistant
2 months ago
Seeking a Bilingual Executive Assistant to provide administrative support to lawyers in a fast-paced environment, requiring strong organizational skills, attention to detail, and excellent communication abilities.
At McCarthy Tétrault, we offer a dynamic and inclusive work environment that values professional excellence, collaboration, and innovation. Our culture is built on a strong foundation of thought leadership, entrepreneurialism, and a commitment to diversity and inclusion.
The ideal candidate will possess a Legal Assistant diploma or college certificate, with a minimum of 5 years of experience in a professional services environment. They will have a strong understanding of business and legal terminology, as well as intermediate-advanced proficiency in Microsoft Suite and other tools.
The Bilingual Executive Assistant will be responsible for:
- Managing the workflow of lawyers' support needs, including emails, calendar, files, and client-related activities.
- Anticipating work requirements to efficiently maximize the time of lawyers, including preparing for meetings and briefings.
- Coordinating internal and client meetings, including preparation of agenda, scheduling rooms, and arranging for needed catering or technology support.
- Attending to lawyer travel arrangements, including preparing itineraries and coordinating with the Firm's travel resources.
- Providing consistent backup support within the Practice Support Team, including managing multiple tasks and competing deadlines.
- Coordinating and dispersing tasks to various groups, including the Resource Centre, Billing Analysts, Finance, IT, and Facilities.
- Attending training on new tools and taking responsibility for teaching lawyers one-on-one with in-person demos.
The Bilingual Executive Assistant will also be responsible for:
- Preparing, editing, proofreading, formatting, printing, scanning, and revising correspondence, memoranda, and other printed material.
- Managing files, including opening new files, maintaining large and complex files, and developing an orderly filing and retrieval system.
- Working with Records Management to create, maintain, and store client files.
- Monitoring emails, assessing priorities, gathering relevant information, and taking appropriate action.
- Reviewing and routing incoming mail and fax communications, and preparing and processing outgoing mail and faxes.
- Receiving, handling, screening, and/or directing incoming calls, and responding to routine inquiries and requests from clients.
The Bilingual Executive Assistant will also be responsible for:
- Working collaboratively with lawyers and Billing Assistants to ensure bills are reviewed and processed on a monthly basis.
- Proactively monitoring outstanding client invoices and working with lawyers and collections team to follow-up on outstanding 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.
- Proactively coordinating business development activities with internal lawyers, teams, and functional area staff.
- Drafting, revising, and organizing a variety of practice management, business development, and client-related documents.
The ideal candidate will possess:
- A 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, assessing priorities among multiple competing requests.
- Exceptional communication (written/spoken) and interpersonal skills.
- Bilingualism (French and English, oral and written).
As a member of the McCarthy team, you will have access to:
- Outstanding benefits, including insurance premiums paid by the Firm and wellness and technology reimbursements.
- Competitive compensation, paid overtime, and generous time off, including a day off to volunteer and a day off for your birthday.
- A commitment to professional development and growth opportunities for our people at all levels.
- A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.
We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.
