Executive Assistant, Business Law

Are you looking for a new administrative challenge? Are you interested in a career in the legal sector? Do you have experience as an Executive Assistant in a legal firm?Are you looking to join a national organization that fosters the personal development of individuals and offers stimulating career prospects?Our client, a major national legal firm, is looking to hire an executive assistant, Business Law for their office in downtown Montreal.Please don't hesitate to apply if you think you are the right fit for the roleAdvantages-Competitive salary based on experience-3 weeks of vacation-6 personal days. + 2 extra days ( 1 for volunteer and one for birthday)-Comprehensive insurance package as of day 1, paid by company-Work Model: 4 days working in the office and one day remotely-Strong community involvement and a commitment to equity, diversity and inclusionResponsibilities-Providing administrative support to a board member, a member of senior leadership as well as 2-3 partners including calendar, files, due dates, and client-related activities-Coordinating internal and client meetings, including preparation of agenda, scheduling rooms and arranging for needed catering or technology support-Travel arrangements and ancillary arrangements-Providing support in managing multiple tasks and competing deadlines-Preparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions-Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity-Managing files including opening new files, and maintaining large and complex files-Reviewing and routing incoming mail; preparing and processing outgoing mail; and arranging for specialized mail or messenger services as required-Receiving, handling, screening and/or directing incoming calls, responding to routine inquiries and requests from clients-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 customer invoices and working with lawyers and the collections team to follow up on late 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. Coordinating logistics of internal and external conferences, meetings and small events. -Requesting reports from client relationship management systems and keeping track of client preferences, meetings, and meeting notes-Attending training on new tools and sharing knowledge acquiredQualifications-Bilingualism (French and English, oral and written)-Legal Assistant diploma or college certificate or university degree in Business Administration or equivalent-Minimum 5 years of experience as a legal assistant or as an assistant with experience ideally acquired in a law firm-Intermediate-Advanced proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint) as well as familiarity with other tools such as HiQ, iManage, Salesforce-In-depth knowledge of business and legal terminology-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, and ability to work under pressure to meet important deadlines-Provides a high level of service to clients (external) and colleagues (internal)-Demonstrates tact, respect, and professionalism in all interactions-High level of discretion and confidentiality and capacity to handle extremely sensitive information-Exceptional communication (written/spoken) and interpersonal skillsOur Client operates across Canada, and globally/internationally in the United States and other countries. This company takes all reasonable means to limit the number of positions in Quebec that require knowledge of a language other than French, and only requires this where it is necessary and its existing bilingual employees are unable to fulfil these job duties. Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:-communicate with English-speaking clients/partners/employees located outside Quebec on a regular basis-work on client projects, products or deliverables that are required to be delivered to clients in EnglishSummaryInterested in this position? Apply online or send us an email at tamara.cobrin@randstad.ca.For more information on this and all other positions currently available, visit www.randstad.ca.We look forward to receiving your resumeAll resumes received will be considered equally.Only selected candidates will be contacted.Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.