Bilingual Legal Assistant – Litigation | Montreal

  • Full Time
  • Montreal
  • Posted 4 months ago

Bilingual Legal Assistant – Litigation | Montreal

In this position of Bilingual Litigation Practice Assistant you will act as a workflow coordinator for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work.

Summary of Responsibilities: 

Administrative

  • Manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
  • Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
  • Arrange for travel bookings and related details to be made through the support teams
  • Arrange photocopying, printing, organizing couriers, sending out of letters, faxes etc.
  • Arrange for files to be opened and closed, supervise general filing requirements and record keeping
  • Use effective systems to ensure that both short and long term tasks are completed within required timescales
  • Support lawyers in marketing activities including involvement in preparation of pitches and presentations

Communication

  • Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
  • Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate lawyer if the relevant person is out of the office
  • Liaise with administrative support departments on behalf of lawyers as required
  • Liaise with the department’s Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers.

Client Relationship Management

  • Become an active part in the care of clients and be wholly familiar with contacts/clients
  • Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system
  • Deal with basic client queries and general administration
  • Arrange client meetings

Document Production

  • Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
  • Type urgent/short/confidential correspondence and emails
  • Produce and maintain Excel spreadsheets as required

Financial – Billing

  • Assist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis
  • Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system
  • Request cheques, bank transfers and paying in money received, as appropriate

Other Duties & Responsibilities

In addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.

Team duties will therefore include:

  •  Assisting other members of the firm, both proactively and at the request of the Team Leader
  • Any other duties as requested by the Lawyers or Team Leader

Core Skills & Requirements:

  • Successful completion of a Community College legal assistant and/or law clerk program
  • Experience in Litigation law
  • Accurate typing speed of approximately 60 words per minute
  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
  • Excellent telephone manner and competent knowledge of telephone system
  • Excellent communication, organizational and team skills
  • Excellent attention to detail
  • Ability to think ahead and use initiative
  • Flexible and dependable, able to take the initiative
  • Able to remain calm under pressure and work to tight deadlines
  • Conscientious, approachable and enthusiastic
  • Able to quickly build confidence, respect and trust with others
  • Have a positive approach to daily tasks and have a solutions focused working method
  • Sound knowledge of support services
  • A desire to enhance the skills of self and others
  • A strong focus on ensuring the highest levels of service standards are delivered and maintained

To apply for this job email your details to donna@estaffsearch.com

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