Administrative Assistant supporting SAFTI, a leading real estate network, handling various administrative tasks and supporting different company services.
About the role
- Bilingual Legal Administrative Assistant at McCarthy Tétrault supporting legal teams in Montreal and other cities. Responsibilities include managing requests and document support in both English and French.
Responsibilities
- Collaborating seamlessly with team members to provide comprehensive support in triaging and managing requests
- Displaying swift responsiveness to inquiries, consistently meeting deadlines, and fostering harmonious cooperation across various departments and individuals within the Firm
- Effectively managing workflow fluctuations with minimal supervision
- Overseeing the Intake process, prioritizing and coordinating work for timely completion
- Answering process related questions and helping troubleshoot timekeeper issues related to areas of expertise and responsibility
- Liaising with and directing requests to other Firm support resources as necessary to ensure efficient and appropriate utilization of resources
- Maintaining accurate updates in the workflow system to track and monitor requests
- Providing reliable backup support in the Resource Centre
- Continuously enhancing job knowledge and technical skills through active team participation
- Proactively sharing knowledge, information, and mentorship with stakeholders and team members to foster a positive and collaborative environment
- Performing quality control of own work, seeking clarification when necessary, and reviewing work of others
- Collaborating with Resource Centre clients to process timekeeper expenses through creation of expense reports in accordance with guidelines set forth by the Firm
- Submitting and processing vendor/third party cheques and invoices on behalf of timekeepers in the Firm’s system
- Performing administrative support such as printing, scanning, faxing, photocopying, archiving, saving/renaming documents to the Firm’s Document Management System, creating binders, copying to CD/USB keys, data base entry and uploading/downloading from internet or data rooms
- Working with Records Management to create, maintain and store client files in accordance with the Firm policies and guidelines
- Drafting, editing, basic formatting, and revising correspondence, memoranda, large transaction documents, reports, forms, labels, etc.
- Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity
- Preparing basic court documents
- Collaborating with Resource Centre clients to assist with organization of travel bookings and prepare travel itineraries in accordance with preferences, including reserving air, lodging, ground transportation, and meal reservations
- Updating contact names and addresses in the client database on a regular basis
- Supporting various practice groups with legal documents in accordance with the requirements set by the practice group
- Maintaining in-depth knowledge of legal terminology, court rules and procedures as well as medical terminology where applicable
Requirements
- Post-secondary diploma in Legal Assistant, Executive Assistant or Administrative Assistant program
- 1-3 years relevant experience required, preferably in legal or another professional services environment
- Intermediate proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint)
- Strong word processing, spelling, proofreading and editing skills
- Works effectively with other team members and demonstrates tact, respect, and professionalism in all interactions
- Provides a high level of service to colleagues and clients (on a limited basis / as required by specific support requests)
- Assesses priorities and performs duties in a highly organized manner; demonstrates strong time management and multi-tasking skills and works well under pressure to meet important deadlines
- Actively listens to understand client and colleague needs; asks questions to clarify expectations, seeks to fully understand situations, issues, and concerns
- Responsive to client and colleague requests, providing updates on progress of requests; identifies and communicates obstacles to achieving desired results, in a timely manner
Benefits
- Outstanding benefits from day one, including insurance premiums paid by the Firm
- Wellness and technology reimbursements
- Competitive compensation
- Paid overtime
- Generous time off, including a day off to volunteer and a day off for your birthday
- Commitment to professional development and growth opportunities
- Strong community involvement and a commitment to equity, diversity and inclusion
- Collaborative, cohesive culture that connects lawyers and business teams through collective purpose
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Tech skills
Location requirements
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