Commercial Law Administrative Specialist

2 weeks ago


Montreal, Quebec, Canada Recrute Action Full time

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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