Commercial Law Administrative Specialist
2 weeks ago
Company Overview
We are a leading professional services firm dedicated to delivering exceptional results for our clients. Our team is comprised of highly skilled and experienced professionals who share a passion for excellence and a commitment to client satisfaction.
Salary
The successful candidate can expect an annual salary between $65,000 and $75,000, commensurate with experience.
Job Description
This exciting opportunity involves providing administrative support to our legal team in a fast-paced professional services environment. The ideal candidate will be highly organized, proactive, and possess excellent communication skills.
Responsibilities:
- Draft correspondence and prepare, revise legal documents
- Manage deadlines, schedule meetings, appointments, and update lawyers' calendars
- Organize business trips for lawyers, including making necessary reservations
- Revised and proofread documents for grammar, formatting, legal compliance, and alignment with the firm's visual identity
- Manage files, documents, and folders using storage and archiving tools like NetDocuments, Closing Folders, and Sharefile
- Assist lawyers with business development projects and maintain the professional contacts database
- Process time entries, expenses, and assist with opening files
- Liaise with clients, colleagues, support departments (including the Business Centre), and external parties
- Collaborate with billing specialists to follow up on lawyer billing matters
- Transcribe dictations, audio notes, and other recordings
- Perform document comparison (markups)
- Participate in onboarding new team members
Required Skills and Qualifications:
- Attestation of Collegial Studies (ACS) in legal secretarial studies or Diploma of Collegial Studies (DCS) in office systems technology; Diploma of Collegial Studies (DCS) in paralegal technology would be an asset
- 3 to 5 years of relevant experience, ideally within a professional services firm required
- Proficiency in Microsoft Office Suite, including Microsoft Word and PowerPoint
- Experience with transcribing voice memos; knowledge of BigHand is an asset
- Strong organizational skills, attention to detail, and a collaborative mindset
- High motivation, proactivity, and ability to anticipate needs
- Capable of managing multiple priorities and working within tight deadlines
- Independence, discretion, critical thinking, and good judgment
- Strong level of French (oral and written) to support clients in both languages
- Professional proficiency in English (oral and written) to support clients in both languages
Benefits:
- Annual salary between $65,000 and $75,000, depending on experience
- Permanent, full-time employment (35 hours per week, 5-day work week)
- Start on-site with a transition to hybrid mode at the end of onboarding
- Comprehensive group insurance coverage starting from day one, fully paid by the employer for employees and their dependents: life insurance, accidental death and dismemberment, prescription drugs, dental care, vision care, extended health care, travel insurance, and disability insurance
- Employer contribution of 5% to the Registered Retirement Savings Plan (RRSP)
- 4 to 5 weeks of paid vacation and leave per year
- Unlimited personal days
- 11 statutory holidays and 1 floating holiday
- Health and wellness programs: employee and family assistance program, mental health support program, and telemedicine
- $1,000 for reimbursement of wellness-related expenses
- Training and education program providing up to $1,000 per year
- Firm committed to community giving and offering pro bono legal services
- Multiple annual social events and activities
- Corporate discounts on various products and services
- Collaborative environment where team members, regardless of background, feel valued and are encouraged to share their ideas
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