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This renowned law firm in downtown Montreal is looking for a legal assistant to support a business law partner. We are looking for a profile with a lot of experience in invoicing, who appreciates the administrative aspect more than strictly legal. The person must know account management, rigorous time tracking, and invoice preparation and review at their fingertips.

Detailed responsibilities

Billing:
-Ensure the management of accounts;
-Carry out a rigorous monitoring of hours;
-Prepare and review invoices;

Correspondence:
-Corrections and layouts of documents;
-Transcription of documents from cassettes, handwritten notes and telephone messages;
-Comparison of documents with Workshare;
-Opening and distribution of mail as well as tracking and correspondence;
-Various searches in MCDM and Intranet;
-Photocopies and scanning;
-Direct exchanges with other legal professionals as well as clients;

Case Management:
-Filing of documents and files;
-Opening and identification of folders and binders to file new documents;

Telephone:
-Answer the phone and follow up on internal and external calls when required;

Agenda:
-Management of the professionals' agenda;

Outlook:
-Electronic filing of emails;
-Printing and compilation of documents required by lawyers;

OnePlace:
-Research, data entry and update;

Miscellaneous reservations:
-Booking of travel, automobiles, hotels and restaurants;
-Booking of conference rooms for meetings, video conferences and client meetings;
-Ordering meals, beverages and others;

Conferences, seminars and training:
-Preparation of the participation approval memo when required;
-Obtaining relevant information including costs to establish the preliminary budget;
-Registration of the legal professional;
-Preparation of conference documentation using PowerPoint and transmission of the required information, including the biography of the legal professional;
-After the conference, retrieval of invoices and receipts of expenses incurred, finalization of the approval memo with actual costs and preparation of the expense reimbursement request;

Closing and archiving files:
- Filing of inactive files in boxes for archival purposes;

Opening of files:
-Requests for conflict searches in NBI;
-Requests to open files in NBI;

Job Benefits:
-Hybrid position (3 days in the office);
-Group insurance from day one;
-Participation in a pension plan after one year;
-Schedule of 35 hours per week;
-Holidays according to experience;
-Salary between $70000 and $80000.

Do you have experience in a legal environment, or do you have a background as an executive assistant, with great speed of execution and marked dynamism, and an ability to adapt to a very demanding field?

Are structuring and organising the administrative aspects of your day-to-day work part of your DNA?

It's a person like you that we're looking for, don't wait any longer!

This law firm is currently looking for a coordinator to join its Business Development and Client Relations department in its Montreal office. This position is permanent and full-time.

The incumbent plays a key role in supporting the implementation of the firm's business development and marketing initiatives. Working closely with local and national teams, she/he contributes to the firm's outreach, the positioning of practice and sector groups, and the maintenance of strong client relationships.

The position requires great organizational rigour, an excellent sense of service and the ability to manage several files simultaneously in a dynamic and collaborative professional environment.

Key Responsibilities
Business Development Support
- Support the implementation of business development initiatives;
- Participate in the promotion of practice group activities (speeches, conferences, sponsorships, publications and other initiatives);
- Conduct research on customers, markets and industries;
- Contribute to the preparation of periodic activity reports and the production of presentations, including information gathering, formatting and writing support.

Sponsorship and event support and coordination
- Provide operational support in the planning and delivery of the firm's events, conferences, seminars and outreach activities (logistics, coordination, follow-ups);
- Manage and coordinate the purchase of corporate tables for business events;
- Support the management of sponsorships, including the coordination of the firm's participation in external events (registration, visibility, logistics, internal and post-event follow-ups) and contribute to the maximization of the firm's visibility and benefits related to these sponsorships;

Administrative support and budget monitoring
- Follow up on the department's budget and payments to our suppliers;
- Monitor the development activities of the firm's lawyers, including speaking engagements, conference attendance, sponsorships, etc., and maintain an up-to-date calendar of these;
- Support the organization of business development meetings (preparation of agendas, documentation, minutes as needed);
- Participate in any other activities, as requested by the Senior Director.

Required skills
- University or college degree in administration/marketing (or equivalent);
- 2 to 5 years of relevant experience in a coordination role, ideally in a professional or legal services environment;
- Proficiency in Microsoft Office; Knowledge of project management and CRM platforms;
- Proactive, autonomous, meticulous person;
- Excellent written, oral and interpersonal communication skills, in French and English, as well as the ability to interact with teams from all backgrounds and at various hierarchical levels, with professionalism and tact;
- Strong organizational and time management skills;
- Proven customer service skills, both internal and external;
- Ability to solve problems and exercise judgment;
- Positive attitude and ability to work effectively in a team and individually.

Benefits
- Vacation weeks/year: 3 weeks if less than 10 years of relevant experience and 4 weeks if more than 10 years of relevant experience or 5 years of continuous service. 5 weeks after 15 years of continuous service.
- Paid overtime.
- Bank time possible up to 35 hours per year.
- Participation in an RRSP after 1 year. The employer contributes even if the employee does not contribute.
- Group insurance paid at 100% from day 1 for dental and prescription drugs and after 3 months for disability.
- Sick days: no fixed number.
- Gym or sport paid at 80% up to $650 per year.
- Hybrid working mode, 4 days in the office.

Do you have some experience in the field and are looking for a position that will propel your career? Give us the privilege of getting to know you!

This firm, based on a culture of professional excellence, collaboration, innovation, thought leadership and entrepreneurship, is seeking a Manager, Legal Support Services who will provide training, advice, support and direction to members of the team. This position offers a hybrid work environment.

Your tasks:
-Identify needs for the efficient production and processing of the work of legal assistants (30-40 people).
-Work collaboratively with respect to the proposal, allocation and maintenance of legal assistant resources, including recommending teams, providing feedback and recommending a workplace for legal assistants and lawyers based on practice requirements.
-Ensure the development of legal assistants in order to achieve the objective of creating strong work units that focus on cooperation. This includes finding ways to assess skills, software and applications, and determining the most appropriate training tools and methods.
-Manage absences and plan vacations to ensure adequate coverage.
-Coach employees and manage staff in hybrid work mode.
-Train legal assistants and lawyers on success factors. Assist lawyers with performance-related discussions.
-Ensure efficiency and productivity improvements, implementation of constructive disciplinary measures, a formal performance improvement plan, or recommendation for additional training.
-Lead activities that promote team cohesion.
-Organize meetings with legal assistants, e.g., brainstorming sessions, focus groups, informal engagement activities, etc.
-Identify process improvements, including improving workflow and optimizing the use of AI and mentoring Continuous Improvement Committee members to achieve team goals.
-Lead the employee performance management process, which includes setting performance objectives and communicating and collecting ongoing feedback. Obtain feedback from clients (lawyers) on a regular basis.
-Recommend annual salary increases.
-Act as the primary liaison between counsel and legal assistants, and between management and legal assistants.
-Manage concerns that arise within teams of lawyers and legal assistants.
-Identify problems, develop innovative solutions, communicate with relevant parties and follow up on these problems until they are resolved.
-Work collaboratively to meet operational needs, share management issues and best practices, improve efficiency, standardize work processes and participate in Legal Support Services projects.
-Maintain records and see to the compilation and preparation of reports concerning statistics related to personnel or services.
-Analyze data to identify themes and trends. Present strong recommendations for change.
-Collaborate in the annual preparation of financial and staffing budgets. Conduct verification and preparation of monthly reports.

The ideal candidate will be distinguished by the following profile:
-College diploma in administration, human resources or other relevant field, or equivalent work experience.
-Minimum of 10 years of experience, including a minimum of three years in managing large teams, ideally in a professional services environment.
-Well-developed problem-solving, conflict management and negotiation skills, including the ability to resolve performance and discipline issues. Ability to seek and implement creative solutions.
-Excellent analytical reasoning and critical thinking skills.
-Demonstrated numeracy skills.
-Strong written and oral communication skills (in French and English).
-Demonstrated ability to communicate effectively.
-Intermediate knowledge of the Office suite.
-Achievements in change management and strong interest in continuous process improvement.
-Recognized skills for organizing and prioritizing work in a fast-paced environment on a national platform.
-Ability to build strong relationships based on trust in order to achieve support and results.

What is offered to you:
-Exceptional benefits from day one including firm-paid group insurance coverage, a wellness program and a technology expense allowance.
-Competitive compensation and generous time off, including a day off for volunteer activities and a day off for your birthday.
-Opportunities for growth and professional development at all levels, in a culture that fully encourages and values dialogue-based feedback.
-The opportunity to get 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.

Do you want to join the ranks of a firm that emphasizes the development of the full potential of its employees? Give us the privilege of getting to know you!