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Legal Executive Assistant – Business Law (National Firm)

Montreal

Job Description

Job Description

Vortex Strategy & Recruitment is actively seeking a Legal Executive Assistant for its client, a prominent and highly reputable national law firm located in downtown Montreal.

Reporting to the Head of Business Law for the Montreal office, you will contribute to managing the practice of the group leader by providing administrative and secretarial support, enabling the delivery of enhanced client service.

Your Role and Responsibilities

  • Edit and format documents (letters, memos, file notes, opinions, procedures, etc.);

  • Request various printing and document scanning services;

  • Prepare materials when the legal professional is a speaker (PowerPoint);

  • Open new files;

  • Follow up on internal and external calls as required;

  • Initiate conference calls;

  • Manage the legal professional’s calendar;

  • File and archive emails;

  • Book travel, transportation, hotels, and restaurants;

  • Reserve conference rooms for meetings, videoconferences, and client meetings;

  • Order meals, beverages, and other items;

Monthly Business Law Group Meetings:

  • Manage the meeting calendar;

  • Reserve meeting rooms;

  • Send invitations;

  • Order meals;

  • Arrange audiovisual equipment;

  • Welcome speakers.

  • Prepare conflict check requests and forward them to the appropriate parties;

  • Perform daily follow-ups on time entries and input or revise them in the system;

  • Review and validate time entries on a weekly and monthly basis;

  • Prepare monthly billing;

  • Follow up with clients regarding accounts receivable;

  • Prepare expense reports, obtain approvals when required, and follow up;

  • Prepare requests for cheques or bank transfers from the trust account;

Requirements

  • Minimum of 7 years of experience as an executive assistant within a large organization;

  • Fully bilingual (spoken and written French and English);

  • Strong organizational skills with the ability to manage multiple tasks;

  • Ability to take initiative and work independently with minimal supervision;

  • Strong verbal and written communication skills in both languages;

  • Proficiency in office software, including intermediate knowledge of Excel;

  • Ability to work effectively in a team environment;

  • Attention to detail;

Benefits

  • Highly competitive salary based on experience;

  • 22 vacation days upon hiring;

  • Group insurance starting on your first day;

  • Retirement plan;

  • Hybrid work model;

  • Health spending account;

  • And much more.