Executive Legal Assistant - Corporate Law

Recognized as one of Canada's Top Employers, this firm is looking for an Executive Assistant to join its Montreal office. The successful candidate will be primarily responsible for supporting a senior partner who is a member of the firm's senior management with managerial responsibilities practicing in the Business Law Group. It should be noted that this person will also be called upon to support other partners of the firm in parallel. This position offers a hybrid work environment.

Having a key role in the effective management of day-to-day and strategic activities, your main responsibilities will include:

General support
- Proactively manage the agenda, inbox and priorities to prioritize multiple competing requests, delegating to other support resources;
- Plan, organize and coordinate appointments, meetings (in-person or virtual), and business trips, including logistics and preparation of necessary documentation;
- Screen, draft and coordinate incoming and outgoing communications in a professional and confidential manner;
- Follow up on files (clients and internal), projects and deadlines to ensure progress and delivery on time.

Documents and file management
- Prepare, review and layout various documents, reports, presentations and meeting packages;
- Proofread documents and check for proper formatting, spelling, grammar and clarity;
- Maintain the organization and centralization of key information (documents, agreements, communications, etc.);
- Work with records management to create, maintain, and store client records appropriately.

Financial and administrative functions
- Prepare and supervise the payment of expense reports and participate in the management of certain administrative and financial processes;
- Work in collaboration with the billing assistants to ensure that client invoices for which the partners are responsible are reviewed and processed monthly in accordance with the firm's deadlines;
- Proactively monitor pending customer invoices and work with the collections team to follow up on late payments;
- Work with the finance department to coordinate the opening of new clients and files, including the submission of requests for conflict checks;
- Propose improvements to optimize the efficiency of administrative processes.

Market activities
-Collaborate in the logistics of business development events with clients, training and special projects;
- Coordinate and organize meetings, conferences, and events in the office and externally. Attend the event venue to ensure that the event runs smoothly, if necessary.
- Coordinate the meetings and agendas of the external boards and committees on which the senior executive partner sits and manage the flow and organization of related documents;
- Write, review and organize a variety of documents related to practice management, business development and clients;
- Serve as a trusted resource for internal and external partners (banks, lawyers, suppliers, etc.).

Other
- Maintain and update technical knowledge and skills by identifying and participating in training and learning opportunities;
- Attend training on new tools and take responsibility for teaching associate lawyers one-on-one with in-person demonstrations;
- Collaborate with other lawyers as appropriate (pairing with another partner in the firm) and replace other members of the legal support team as required;
- Support responsibilities that may require availability beyond regular working hours to manage and respond to requests in a timely manner;
- Manage confidential firm and client information.

Profile sought:
- Diploma of professional studies in secretarial studies, office automation or any other combination of relevant experience;
- Minimum of five years of experience in a similar role with senior management managers, with experience ideally acquired in a professional services environment;
- In-depth knowledge of business and legal terminology;
- Excellent command of French and English, both oral and written;
- Advanced skills in the use of the Microsoft Office 365 suite;
- Ability to work independently with minimal supervision and in collaboration within a dynamic team with tact, respect and professionalism;
- High level of discretion, professionalism and ability to handle extremely confidential information;
- Flexibility and ease to evolve in a fast-paced and constantly changing environment;
- Concern for high-level service, sense of initiative, rigor and good judgment;
- Flexibility to occasionally work overtime (especially given the time difference inherent in international travel).

The advantages:
- Exceptional benefits from day one including firm-paid group insurance coverage, a wellness program and a technology expense allowance.
- Competitive compensation, overtime pay, and generous time off, including a volunteer day off and a day off for your birthday.
- Opportunities for growth and professional development at all levels, with a culture that fully encourages and values dialogue-based feedback.
- The opportunity to be frequently involved in the community and a commitment to equity, diversity and inclusion.
- A collaborative and cohesive culture where lawyers and business teams work together towards a common goal.

Are you looking for this kind of challenge in a company that advocates excellence? Give us the privilege of getting to know you!