Bilingual Executive Assistant

**Job Description**:
McCarthy Tétrault is a Canadian law firm that offers a full suite of legal and business solutions to clients in Canada and around the world. At McCarthy Tétrault, we offer challenging and rewarding career opportunities in our offices in Toronto, Montreal, Quebec City, Calgary and Vancouver. We are delighted to have been selected for the eleventh consecutive year in 2023 as one of _Canada’s Top 100 Employers_ and to have earned the distinction of one of _Canada’s Best Diversity Employers_ for the thirteenth consecutive year in 2025. 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.

**As a Bilingual Executive Assistant (Business Law), you will be**:

- General Lawyer / Client Support_
- Anticipating work requirements to efficiently maximize the time of lawyers by managing priorities and workload.
- 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 as needed; providing support in managing multiple tasks and competing deadlines and work proactively as a positive and productive member of the team.
- Documents, File and Time Management_
- 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, in accordance with the requirements set by the practice group.
- Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity.
- 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.
- Working with Records Management to create, maintain and store client files as appropriate.
- 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 as directed by lawyers; responding to routine inquiries and requests from clients; and taking messages as required.
- Financial 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 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 (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.
- Proactively coordinating business development activities with internal lawyers, teams and functional area staff as needed and managing sponsorship requests received by lawyers.
- Requesting reports from client relationship management systems and keeping track of client preferences, meetings, and meeting notes.
- Drafting, revising, and organizing a variety of documents related to practice management, business development, and clients.
- Other_
- 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.
- 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.
- Attending training on new tools and taking responsibility for teaching their lawyers one-on-one with in-person demos.
- Supporting the responsibilities of assigned attorneys may require availability beyond regular working hours to manage and respond to requests in a timely manner.
- Managing Firm and client confidential information.
- Other duties as may be applicable to this role.
- 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 professional services environment.
- Requires an understanding of th