Executive Assistant, Business Law Jobs

Executive Assistant, Business Law

Randstad

Location:
Canada, Montréal

Category:
Legal

Contract Type:
Not provided

Salary:

70000.00 - 90000.00 CAD / Year

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Job Description:

Are you looking for a new administrative challenge? Are you interested in a career in the legal sector? Do you have experience as an Executive Assistant in a legal firm? 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 executive assistant, Business Law for their office in downtown Montreal.

Job Responsibility:

Providing administrative support to a board member, a member of senior leadership as well as 2-3 partners including calendar, files, due dates, and client-related activities
Coordinating internal and client meetings, including preparation of agenda, scheduling rooms and arranging for needed catering or technology support
Travel arrangements and ancillary arrangements
Providing support in managing multiple tasks and competing deadlines
Preparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions
Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity
Managing files including opening new files, and maintaining large and complex files
Reviewing and routing incoming mail
preparing and processing outgoing mail
and arranging for specialized mail or messenger services as required
Receiving, handling, screening and/or directing incoming calls, responding to routine inquiries and requests from clients
Working collaboratively with lawyer and Billing Assistants to ensure bills are reviewed and processed on a monthly basis in line with Firm deadlines
Proactively monitoring outstanding customer invoices and working with lawyers and the collections team to follow up on late payments
Working with Finance to coordinate new Client and Matter openings, including submitting requests for conflict checks
Coordinating and arranging for on-site and external meetings, conferences and events. Coordinating logistics of internal and external conferences, meetings and small events
Requesting reports from client relationship management systems and keeping track of client preferences, meetings, and meeting notes
Attending training on new tools and sharing knowledge acquired

Requirements:

Bilingualism (French and English, oral and written)
Legal Assistant diploma or college certificate or university degree in Business Administration or equivalent
Minimum 5 years of experience as a legal assistant or as an assistant with experience ideally acquired in a law firm
Intermediate-Advanced proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint) as well as familiarity with other tools such as HiQ, iManage, Salesforce
In-depth knowledge of business and legal terminology
Strong attention to detail and superior word processing, spelling, proofreading and editing skills
Critical thinking skills required to plan, organize and problem solve proactively
Strong time management, organizational and multi-tasking skills, and ability to work under pressure to meet important deadlines
Provides a high level of service to clients (external) and colleagues (internal)
Demonstrates tact, respect, and professionalism in all interactions
High level of discretion and confidentiality and capacity to handle extremely sensitive information
Exceptional communication (written/spoken) and interpersonal skills

What we offer:

Competitive salary based on experience
3 weeks of vacation
6 personal days. + 2 extra days ( 1 for volunteer and one for birthday)
Comprehensive insurance package as of day 1, paid by company
Strong community involvement and a commitment to equity, diversity and inclusion

Additional Information:

Job Posted:
December 18, 2025

Expiration:
January 02, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

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