Hybrid Executive Legal Assistant, Senior Leadership Team

at McCarthy Tétrault

• Job title: Executive Legal Assistant, Senior Leadership Team
• Job type: Full Time
• Experience level: Senior
• Salary: Not specified
• Degree requirement: Professional Certificate
• Location requirements: Hybrid, Montreal, Canada

About the role

• Executive Legal Assistant to the senior leadership team at McCarthy Tétrault. Supporting senior partner with market strategy and international development activities.

Responsibilities

• Proactively managing the calendar, email inbox, telephone communications and priorities of the senior partner and other partners;
• Planning, organizing and coordinating appointments, meetings (in-person and virtual), committees and business travel, including logistics (room bookings, catering, transportation) and preparation of required documentation;
• Screening, drafting and coordinating incoming and outgoing communications in a professional and confidential manner;
• Monitoring case files (client and internal), projects and timelines to ensure progress and timely delivery.
• Preparing, formatting and revising a variety of documents, reports, presentations and meeting kits in accordance with practice group standards, with support from the Resource Centre as needed;
• Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity;
• Maintaining organization and centralization of key information (documents, agreements, communications, etc.);
• Working with Records Management to create, maintain and store client files as appropriate.
• Preparing and overseeing the processing of expense reports and contributing to the management of select administrative and financial workflow;
• Collaborating with Billing Assistants to ensure that client invoices under Partner responsibility are reviewed and processed monthly in accordance with the firm’s billing timelines;
• Proactively monitoring outstanding client invoices and working with the collections team to follow up on late payments;
• Working with Finance to coordinate new client and matter openings (KYC), including submitting conflict check requests;
• Recommending improvements to optimize the efficiency of administrative processes.
• Collaborating on logistics for client-related business development events, training sessions and special projects;
• Coordinating and organizing meetings, conferences and events held both onsite and offsite. Attending events as needed to ensure smooth execution and onsite coordination;
• Coordinating meetings and schedules for external boards and committees on which the senior partner serves and managing the flow and organization of related documentation;
• Drafting, revising and organizing a variety of documents related to practice management, business development and clients;
• Serving as a trusted point of contact for internal and external stakeholders (banks, legal counsel, vendors, etc.).
• Maintaining and updating technical knowledge and skills by identifying and participating in training and learning opportunities;
• Attending training on new tools and taking responsibility for teaching partners one-on-one with in-person demos;
• Collaborating with other lawyers as needed (including pairing with another partner within the firm) and providing backup support to Legal Support Services team members when required;
• Supporting responsibilities that may require availability beyond regular business hours to manage and respond to time-sensitive requests (a firm-issued mobile phone is provided for this role);
• Managing Firm and client confidential information;
• Other duties as assigned by management.

Requirements

• Diploma of Vocational Studies in secretarial work, office administration or any other relevant combination of experience;
• Minimum of five (5) years of experience in a similar role supporting senior management, ideally within a professional services environment;
• Excellent command of French and English, both spoken and written;
• Advanced proficiency with the Microsoft Office 365 suite;
• Ability to work independently with minimal supervision, while collaborating effectively within a dynamic team environment with tact, respect and professionalism;
• High level of discretion and professionalism, with the ability to handle extremely sensitive information;
• Flexibility and ease in adapting to a fast paced, constantly evolving environment;
• Strong commitment to high-quality client service, with initiative, thoroughness and sound judgment;
• Willingness to occasionally work overtime, particularly given time-zone differences associated with international travel.

Benefits

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.