Bilingual Executive Assistant

1 week ago

Montréal QC, Canada McCarthy Tétrault LLP Full time

**Job Description**:
At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of _Canada’s Top 100 Employers_ and one of _Canada’s Best Diversity Employers_. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position is based out of **Montreal**. McCarthy Tétrault employees benefit from a hybrid work environment.

**As a Bilingual Executive Assistant, you will be**:

- General Lawyer / Client Support_
- Anticipating work requirements to efficiently maximize the time of lawyers by managing priorities and workload. This includes adequately preparing for meetings, briefings on daily/weekly schedule with required documentation and materials.
- Coordinating internal and client meetings, including preparation of agenda, scheduling rooms and arranging for needed catering or technology support.
- Attending to lawyer travel arrangements and ancillary arrangements including preparing itineraries in coordination with the Firm’s travel resources and in compliance with Firm and client travel policies.
- Providing consistent backup support within the Practice Support Team on an as-needed basis; providing support managing multiple tasks and competing deadlines and working proactively as a positive and productive member of the team.
- Coordinating and dispersing tasks to be performed by various groups such as the Resource Centre, Billing Analysts, Finance, IT, Facilities, Concierge, Clients & Markets, etc. where appropriate while ensuring tasks are completed in a timely manner.
- Attending training on new tools and taking responsibility for teaching their lawyers one-on-one with in-person demos.
- Documents, File and Time Management_

8. Preparing, editing, proofreading, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions, in accordance with the requirements set by the practice group and supported where needed by the Resource Centre.
9. Managing files including: opening new files, maintaining large and complex files, developing, maintaining and utilizing an orderly filing and retrieval system to ensure ease of reference to historical paper or electronic records, organizing law and precedent files.
10. Working with Records Management to create, maintain and store client files as appropriate.- Reviewing and routing incoming mail and fax communications; preparing and processing outgoing mail and faxes; and arranging for specialized mail or messenger services as required.
- Receiving, handling, screening and/or directing incoming calls as directed by lawyers; responding to routine inquiries and requests from clients; and taking messages as required.

Fi_nancial Functions Activities_
- 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 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 (KYC), including submitting requests for conflict checks.
- Market / Business Development Activities_
- Coordinating and arranging for on-site and external meetings, conferences and events. Coordinating logistics of internal and external conferences, meetings and small events e.g., communication, location, meals, technical equipment, materials, RSVPs, and travel,. Attends on-site at venue to confirm logístical arrangements, as needed and also traveling arrangements.
- Proactively coordinating business development activities with internal lawyers, teams and functional area staff as needed to ensure efficient execution of business development plans, targets and action items, client entertainment, client distribution lists, and managing sponsorship requests received by lawyers, including updates to Firm client relationship management systems as may be required.
- Requesting reports from client relationship management systems and keeping track of client preferences, meetings, and meeting notes.
- Drafting, revising and organizing a variety of practice management, business development and client related documents.
- Other_
- Maintaining and updating job knowledge and technical skills by identifying and participating in education opportunities.
- Supporting other practicing Lawyers and backing-up other LSS team members as needed.
- Supporting assigned lawyers’ responsibilities may require availability beyond regular working hours to manage and respond to requests in a timely manner.
- Managing Firm and client confidential informatio

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