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This firm located in downtown Montreal is looking for a dynamic person who will ensure an unparalleled welcome to clients, in addition to putting his/her marketing talents to good use. This person will play a central role in the experience offered to customers, visitors and team members. Present at the firm's reception desk from Monday to Friday, this person will provide professional, warm and attentive service while actively contributing to marketing, business development and event organization activities.

A true ambassador of the firm, he or she ensures the smooth running of the reception, participates in the influence of the firm and contributes to maintaining a welcoming, organized and professional work environment.

Key Responsibilities

Customer experience and reception (40%)
-Ensure a professional, warm and personalized welcome for customers, visitors, candidates and suppliers.
-Answer phone calls and ensure their efficient handling.
-Follow up on emails received in the firm's general mailboxes.
-Provide appropriate information to visitors, customers and employees.
-Control visitor access in accordance with current procedures.
-Act as a resource person for general employee and visitor inquiries.
-Provide support to the Conference Centre Clerk in the preparation of meeting rooms, as required.
-Support the service of coffee, beverages and snacks during certain client meetings or events, depending on operational needs.
-Collaborate in maintaining the quality of common areas and report any situation requiring intervention to ensure a professional customer experience.
-Manage meeting room and common area reservations according to the needs of the firm.

Marketing, communications, business development and events (50%)
-Participate in the updating of the intranet and the various internal communication tools.
-Follow up on the marketing calendar and timelines related to the firm's initiatives.
-Support the updating of lawyers' biographies, representative mandates and institutional content.
-Participate in the preparation and coordination of various business development activities.
-Ensure the administrative follow-up of partnerships, sponsorships, legal directories and rankings.
-Respond to marketing requests from internal teams.
-Participate in the logistical organization of the firm's internal and external events.
-Carry out the necessary follow-ups with suppliers and partners involved in marketing and event projects.
-Contribute to the management of promotional items and the updating of their inventory.
-Participate in the coordination of the arrival of new employees from a marketing and communication perspective.
-Organize professional photo shoots and ensure the necessary follow-ups with the suppliers concerned.
-Provide administrative support to various communication, visibility and outreach initiatives of the firm.
-Participate in the management and updating of contact lists, databases and business development tools.
-Support the preparation of presentations, invitations, publications and various internal and external communications.

Internal Services and Administrative Support (10%)
-Participate in the organization of the firm's social activities and engagement initiatives.
-Coordinate anniversaries, recognitions, departures, arrivals and other significant moments in the life of the firm.
-Maintain up-to-date legal binders, directories, contact lists, administrative tools.

Profile
-Hold a DEP or DEC in administration, office automation, marketing, communication or a related field.
-Possess a minimum of 2-4 years of experience in a similar role.
-Demonstrate excellent customer service and hospitality.
-Strong organizational skills and a strong attention to detail.
-Be recognized for professionalism, resourcefulness and ability to manage multiple priorities simultaneously.
-Demonstrate autonomy, initiative and excellent judgment.
-Fluency in French and English both orally and in writing.
-Have a good knowledge of the Microsoft Office suite.
-Be comfortable with technological tools and collaborative platforms.
-Experience in a professional services firm or legal environment (asset).
-Experience in event organization or marketing support (asset).

Benefits
-8 sick days
-Health insurance paid 100% by the employer
-Short and long-term disability insurance
-RRSP up to 4% employer-matched
-Wellness Spending Account
-Holidays according to experience

Do you have good interpersonal skills and love coordinating everything related to marketing? Give us the privilege of getting to know you!

This unique firm, which promotes mentorship and the sharing of ideas, is looking for an Executive Assistant. In this firm, you will find a dynamic and stimulating environment to start a career or take a new direction.

This position has a schedule of 35 hours per week, Monday to Friday, with the possibility of working 2 days a week from home.

MAIN FUNCTIONS:
- Manage the legal professional's agenda;
- Book travel, mainly in Europe, cars, hotels and restaurants;
- Book conference rooms and equipment for meetings, video conferences and client meetings;
- Order meals, beverages and others;
- Welcoming speakers;
- Correct and layout documents (letters, memos, notes to file, opinions, procedures, etc.);
- Photocopy and request various printing and scanning jobs;
- Interact directly with other legal professionals during the absence of the bosses;
- 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;
- Perform the filing and archiving of emails;
- Prepare requests for conflict research and forward them to the people concerned;
- Monitor time entries on a daily basis and enter or revise them in the system;
- Review and validate time entries on a weekly and monthly basis;
- 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 as well as departmental assistants (or other departments) when required;
- Assist students and articling students when required.

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

KNOWLEDGE AND SKILLS:
- Bilingualism, 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;
- Oral and written communication skills in both languages;
- Knowledge of office software, including an intermediate level of knowledge of Excel software;
- Ability to work in a team;
- Attention to detail.

You enjoy organizing trips and events and have a flair for anticipating the needs of your bosses? You are the person we are waiting for! Give us the privilege of getting to know you!