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This position as an executive assistant will provide your career with a new starting point within a team where your contribution will be valued.

Your challenges
-You will perform various administrative tasks to support the administrative heads and the executive committee, such as managing agendas, planning meetings and committees, taking notes and writing minutes, etc.;
-You will actively participate in the review, updating and drafting of various documents, reports, presentations, organizational charts and policies;
-You will be involved in the management of partners' files, including opening and closing files, managing departures, etc.;
-You will be involved in various tasks and related projects according to operational needs;
-You will organize the logistics of internal and external events (seminars, conferences, customer meetings);
-You will ensure smooth communication between departments and with external partners;
-You will be involved in the management of supply orders and expense reports;
-You will follow up on correspondence, filter calls and emails;
-You will prepare files for meetings: reports, presentations, memos;
-You will be involved in the capital loan process, including the preparation of the annual file and various documents required by the banks and will be the point of contact with the various financial institutions and private bankers to submit applications;
-You will reconcile the different budgets as well as the credit card statements of the different administrative teams;
-You will support the teams for any other operational tasks.

What is offered to you:
-A management team and colleagues who are approachable and grateful for your contribution;
-A friendly and inclusive work atmosphere;
-Personalized support in terms of professional development;
-Several internal committees, particularly in terms of diversity and inclusion;
-A competitive total compensation and benefits package;
-An advantageous bonus program recognizing your contribution to the firm;
-A flexible, advantageous and accessible group insurance program upon hiring;
-A group savings plan with employer participation;
-Annual flexible days improving work-life balance;
-An unlimited bank of sick days;
-A 24-7 telemedicine service allowing you to have access to medical consultations quickly and without travel;
-An employee and family assistance program, including a stress management and well-being program with a focus on mental well-being;
- An annual amount allocated for the reimbursement of sports expenses, because physical well-being is encouraged.

Do you recognize yourself in the following?
-College diploma in administration or a related field;
-Five years' experience in an administrative or coordination role;
-Experience in a professional services environment and understanding of the legal field, a strong asset;
-Excellent organizational and time management skills;
-High-level interpersonal and communication skills;
-Collaborative spirit and ability to maintain lasting and trusting relationships with internal and external partners;
-Ability to work independently and take initiative;
-Excellent command of computer tools and office software;
-High sense of confidentiality and integrity.

Do you want to be part of a human and authentic team that stands out for its expertise, excellence, creativity and generosity? Give us the privilege of getting to know you!

A leader in its field in Canada, this firm is looking for an individual to act as an executive assistant for one of their business law partners.

This person will contribute to the management of the practice of business law professionals, through administrative and secretarial support, thus enabling legal professionals to offer better service to clients.

MAIN FUNCTIONS:
- Correct and layout documents (letters, memos, notes to file, opinions, procedures, etc.);
- Photocopy and request various printing and scanning jobs;
- Prepare material when the legal professional is a speaker (Power Point);
- Open new files;
- Follow up on internal and external calls when required;
- Initiate conference calls;
- Manage the legal professional's agenda;
- File and archive emails;
- Book travel, cars, hotels and restaurants;
- Book conference rooms for meetings, video conferences and client meetings;
- Order meals, beverages and others;
- Manage the monthly meetings of the Business Law Group (management of the meeting schedule; room reservation; sending invitations; ordering meals; booking audio-visual equipment; welcoming speakers);
- Prepare requests for conflict research and forward them to the people concerned;
- Perform daily, weekly and monthly follow-ups of time entries and enter or revise them in the system;
- Prepare monthly invoicing;
- Follow up with clients for accounts receivable;
- Prepare expense accounts, have them approved when required and follow up;
- Prepare requests for cheques or bank transfers from the trust account;
- Assist other legal professionals, assistants or articling students as required.

EDUCATION AND EXPERIENCE:
- Diploma in legal secretarial work or equivalent;
- Have a minimum of 7 years of experience, ideally in private practice for one or more legal professionals.

KNOWLEDGE AND SKILLS:
- Bilingualism in French and English (oral and written);
- Organizational skills for managing multiple tasks;
- Ability to take initiative and work independently with minimal supervision;
- Knowledge of legal procedures and practices;
- Knowledge of office software, including an intermediate level of knowledge of Excel software;
- Ability to work in a team;
- Attention to detail.

Do you want to join the ranks of a firm that values the collaboration and well-being of its employees, all with a 35-hour schedule per week and a hybrid work mode? Give us the privilege of getting to know you!

This boutique firm specializing in the field of intellectual property is looking for an assistant who has some experience in intellectual property and who would like to learn more.

Responsibilities:
‐ Verify incoming emails, respond to them as needed and file them.
‐ Verify and process correspondence received from the patent office.
‐ Review files and file documents received from CIPO and review files in the patent management system.
‐ Check the deadline for maintenance fees.
‐ Prepare estimates for maintenance tax advances.
‐ Remind customers and ask for an advance when necessary.
‐ Update the patent management system upon receipt of instructions from clients to pay (or not) the maintenance fee.
‐ Check that advances have been received.
‐ Proceed with the payment of the maintenance fee according to the instructions of the customers.
‐ Prepare estimates at the request of clients for upcoming maintenance taxes.
‐ Follow up with foreign correspondents for foreign taxes.
‐ Process invoices from foreign correspondents and verify files and amounts; transmit to the administration for processing; verify that the disbursement has been accounted for and invoice the client.
‐ Conduct conflict searches for new clients.
‐ Prepare letters‐mandates and advance requests for new clients.
‐ Prepare the opening and closing of files.
‐ Review files and update them in the system upon receipt of issued patents and send reports to clients with a copy of the patent.
‐ Perform prior art searches, prior art preparations, and information disclosure statements (IDS) for filing with the USPTO.

Qualifications:
- Experience as an administrative assistant
- Experience in intellectual property and patents - asset
- Bilingualism, French and English, oral and written
- Willingness to learn

Open salary based on experience and full range of benefits.

Is this the position that will propel your career? Give us the privilege of getting to know you!

This renowned company working in the construction industry is looking for an Executive Assistant. This person will be responsible for providing high-level administrative support to the team of Vice-Presidents by ensuring the smooth running of day-to-day operations and facilitating the management of priorities.

Duties and Responsibilities
- Manage the agenda, coordinate meetings and travel
- Ensure the organization of internal and external meetings and make all the necessary arrangements
- Manage inbound and outbound communications including phone calls, emails, and correspondence
- Write, layout, review and distribute documents, reports and presentations
- Ensure proactive follow-up of business development files
- Follow up with the project management team on the various sites
- Contribute to the achievement of the company's objectives
- Participate in process efficiency improvement projects.

Competency Profile for this Position
- Ability to effectively manage multiple tasks and prioritize in a dynamic environment
- Excellent communication skills, with the ability to write clear and professional documents in French and English
- Ability to interact in a professional and courteous manner with people at all levels of the organization
- Ability to handle sensitive information with the utmost confidentiality
- Proficiency in the use of common office software
- Proactivity and Responsiveness; Ability to anticipate needs and act proactively to solve problems

Are you looking for a new challenge in a dynamic company that cares about the well-being of its employees? Grant us the privilege of meeting you!

Located downtown, this European delegation, which operates mainly in English, is looking for an administrative assistant who enjoys varied tasks.

Examples of tasks
-Secretarial support in organizational, administrative and operational activities,
-Receptionist service for this European delegation’ offices,
-Administration of a complex archive of documentation, the national documentation of the organization and correspondence,
-Upkeeping of the delegation public space; reception area, meeting room, kitchen, copy room and Representative's reception area,
-Providing planning and controlling of the organization’s budget,
-Managing and updating the organization’s website,
-Assisting in the preparation for the organization’s meetings,
-Organizing and assisting in official receptions and other social events hosted by the delegation,
-Maintaining the agenda and scheduling appointments,
-Drafting of covering letters, acknowledgements, interview replies and routine correspondence,
-Assisting in the production of working papers, reports, correspondence or the creation of other documents and perform overall control on format and quality dispatching and mailing of letters and documents,
-Making arrangements for meetings by reserving rooms and equipment and inviting participants,
-Assisting, when appropriate, in the preparation of the meeting agenda and related documentation,
-Assisting to the extent possible, all visitors
-Screening and dispatching of incoming telephone calls and e-mail messages,
-Filing, retrieving and, if necessary, amending and maintaining up to date the office copies of documents and reports.

Competencies
-College degree in secretariat or other relevant field or proven clerical experience.
-Excellent computer skills especially MsOffice and website management.
-Experience in meeting preparation and planning.
-Experience in document retrieval, archiving.
-Experience in bookkeeping and budgeting.
-Good efficiency in English (spoken and written), basic French.
-Accurate, flexible, adaptable and culture sensitive with excellent skills in interactions in a multicultural environment.

This position offers group insurance.

Looking for a new challenge? Give us the privilege of meeting you!