Executive Legal Assistant – Litigation Support

4 weeks ago

Montreal, Canada Hays Full time

Executive Legal Assistant – Litigation Support

Location: Montreal

Work Schedule: Hybrid-4 days a week in-office (flexibility required)

Reports To: Manager, Legal Support Services

About the Role:

We are seeking a highly organized and proactive Executive Legal Assistant to provide comprehensive support to a Partner with a primary emphasis on litigation practice. This position demands a versatile professional capable of anticipating the Partner’s needs, managing complex schedules, handling sensitive client information with the utmost discretion, and delivering exceptional client service.

The successful candidate will be fully bilingual in French and English, adept at serving a diverse client base with a balanced workload of both languages. Experience in litigation support, constituting approximately 20-30% of responsibilities, is essential. As the Partner’s trusted right hand, the candidate will be expected to efficiently resolve challenges, coordinate calendars and travel arrangements, and manage both professional and personal administrative duties with a high degree of professionalism and confidentiality.

Key Responsibilities:

Partner & Client Support:

- Anticipate and manage Partner’s daily priorities, calendar, meetings, and workload.
- Coordinate travel, accommodations, and expense reporting per Partner’s preferences.
- Prepare meeting materials, agendas, and client documentation in advance.
- Assist with personal appointments and requests as needed.
- Manage sensitive and confidential information with utmost care.

Litigation Practice Support:

- Provide 20-30% support focused on litigation tasks including tracking deadlines and court schedules.
- Coordinate with other legal assistants and departments to ensure seamless workflow.
- Use internal systems (such as Intap) to enter and track relevant data for the Partner.

Communication & Coordination:

- Monitor and prioritize Partner’s email inbox and correspondence, drafting responses where appropriate.
- Handle phone calls, client inquiries, and mail, routing communications professionally.
- Coordinate logistics for meetings, conferences, client events, including catering and technology needs.

Administrative & Financial Duties:

- Maintain and organize complex files and documents, both electronic and paper.
- Assist with billing support including time entry and coordinating with finance for client and matter openings.
- Proofread and format legal documents and correspondence to ensure accuracy and professionalism.

Qualifications & Experience:

- Legal Assistant diploma or relevant college certificate in Office Administration or related field.
- Minimum 5 years’ experience as an executive or legal assistant, preferably in a professional services environment.
- At least 2 years’ experience supporting litigation practice is a strong asset.
- Bilingual proficiency in French and English (oral and written) essential.
- Excellent organizational, communication, and interpersonal skills.
- Strong ability to work autonomously with a proactive, solution-oriented mindset.
- Experience with legal support systems and tools such as Intap preferred.

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