Administrative Assistant

Are you looking for a new administrative challenge? Are you interested in a career in the legal sector?

Are you looking to join a national organization that fosters the personal development of individuals and offers stimulating career prospects?

Our client, a major national legal firm, is looking to hire an administrative assistant for their office in downtown Montreal.

Please don't hesitate to apply if you think you are the right fit for the role!

Advantages
-Competitive salary based on experience
-3 -4 weeks vacation (based on experience)
-6 personal days. + 2 extra days ( 1 for volunteer and one for birthday)
-Comprehensive insurance package as of day 1, paid by company
-Work model: Hybrid (3 days in-office / 2 days remote); 100% in-office for the first 3 months
-Strong community involvement and a commitment to equity, diversity and inclusion

Responsibilities
-Document Production: Draft, edit, and proofread correspondence, memoranda, and complex transaction documents.
-Legal Procedures: Prepare basic court documents and maintain current knowledge of legal terminology, court rules, and medical terminology where applicable.
-Document Management System & Records: Manage the full lifecycle of client files (creation, storage, and archiving)
-General Admin: Execute essential tasks including scanning, printing, database entry, and creating physical or digital binders.
-Expenses: Process timekeeper expenses and create detailed reports in compliance with Firm guidelines.
-Invoicing: Manage vendor/third-party invoices and cheque requests within the Firm’s financial systems.
-Travel Management: Organize comprehensive travel itineraries, including airfare, lodging, and ground transportation.
-Stakeholder Liaison: Act as a central point of contact, directing requests to appropriate Firm resources and troubleshooting process-related issues for timekeepers.
-Team Integration: Foster a collaborative environment through mentorship, proactive knowledge sharing, and active participation in team initiatives.
-Client Service: Work directly with lawyers and Resource Centre clients to ensure continuous legal operations and client satisfaction.
-Intake & Triage: Manage the intake process by prioritizing, coordinating, and triaging requests to ensure timely completion.
-System Tracking: Maintain accurate updates in the workflow management system to monitor requests and provide backup support for the Resource Centre.
-Quality Control: Perform rigorous quality control on personal work and peer-review team output for accuracy.

Qualifications
-Language: Fluently bilingual in French and English (both written and spoken)
-Education: Post-secondary diploma in a Legal Assistant, Executive Assistant, or Administrative Assistant program.
-Experience: 1–3 years of relevant experience, preferably within a legal or professional services environment.
-Technical Skills: Intermediate proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
-Communication: Exceptional word processing, spelling, proofreading, and editing skills.
-Professionalism: Ability to work effectively within a team while demonstrating tact, respect, and professionalism in all interactions.
-Client Service: Proven track record of providing a high level of service to both colleagues and lawyers.
-Organization: Strong ability to assess priorities, multi-task, and perform duties in a highly organized manner under tight deadlines.
-Proactive Communication: Actively listens to understand the needs of lawyers and colleagues; asks clarifying questions to ensure expectations are met.
-Responsiveness: Highly responsive to requests, providing timely updates on progress and identifying potential obstacles to achieving results.
-Independence: Effectively navigate workflow fluctuations with minimal supervision.
Our Client operates across Canada, and globally/internationally in the United States and other countries. This company takes all reasonable means to limit the number of positions in Quebec that require knowledge of a language other than French, and only requires this where it is necessary and its existing bilingual employees are unable to fulfil these job duties. Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:

-communicate with English-speaking clients/partners/employees located outside Quebec on a regular basis
-work on client projects, products or deliverables that are required to be delivered to clients in English

Summary
Are you interested in this position?

Please apply for this position directly online or by emailing us anytime at [email protected].

If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We'll be happy to help!
For more information on this and all other positions currently available, visit www.randstad.ca.

We look forward to receiving your CV!
All resumes received will be considered equally.

Only selected candidates will be contacted.

Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.