Administrative Assistant - Legal Services
- Montreal, QC, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Experience
- Experience: 5+ years of relevant administrative experience supporting legal counsel, corporate leadership, or business professionals.
- Posting language
- English
- Posted
Original job description
We are seeking an experienced and proactive Senior Executive Assistant / Legal Administrative Specialist to deliver comprehensive administrative support to our Legal Services & Contracts team. In this role, you will act as a key operational anchor - managing complex leadership schedules, drafting legal and administrative correspondence, coordinating cross-functional meetings, and overseeing document lifecycle workflows. Working with minimal supervision, you will apply sound judgment, discretion, and bilingual communication skills to ensure seamless team operations and compliance with corporate policies.
Key Responsibilities
Key Responsibilities
- Executive & Administrative Support:
- Manage executive calendars, daily agendas, and email communications for designated leadership within the Legal & Contracts department.
- Coordinate complex internal and external meetings, appointments, and multi-leg domestic/international business travel itineraries.
- Track action items, project deadlines, and legal files to ensure timely follow-up and completion by team leaders.
- Prepare, process, and reconcile expense claims in Concur in full compliance with corporate travel and entertainment policies.
- Legal Documentation & Workflow Coordination:
- Draft, proofread, and format administrative correspondence, legal letters, emails, and corporate documents.
- Organize execution workflows, obtaining and tracking necessary corporate signatures and authorizations across legal instruments.
- Classify, organize, and archive physical and digital legal files, contracts, and confidential records in accordance with governance policies.
- Data Management, Reporting & Systems:
- Maintain and update internal databases, master distribution lists, and the Legal & Contracts team network portal.
- Compile, verify, and track data to generate regular departmental metrics and executive reports using MS Office.
- Support basic legal department financial workflows, including invoice tracking, accounts payable processing, and billing reconciliation.
- Operational Execution & Problem Solving:
- Exercise initiative and independent judgment to prioritize daily work, resolve administrative bottlenecks, and optimize operational workflows within policy guidelines.
- Handle ad-hoc administrative requests, special projects, and departmental events as assigned.
- Education: College Diploma (DEC/AEC) in Office Management with a legal specialization, Diploma in Legal Secretarial Studies (DEP), or equivalent educational background.
- Experience: 5+ years of relevant administrative experience supporting legal counsel, corporate leadership, or business professionals.
- Language Skills: Fully bilingual in English and French (written and spoken) with exceptional command of legal terminology, syntax, grammar, and punctuation in both languages.
- Technical & Software Proficiency:
- Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Hands-on experience with corporate expense management systems (e.g., SAP Concur) and digital document platforms.
- Working knowledge of corporate invoicing, accounts payable, and legal billing workflows.
- Core Competencies:
- Demonstrated ability to work independently under minimal supervision while managing competing priorities in a fast-paced environment.
- High degree of discretion, confidentiality, and professional integrity.
- Strong interpersonal, organizational, and team-collaboration skills.
More about this job
Responsibilities
Provide administrative support to Legal Services and Contracts leadership by managing calendars, communications, meetings, travel, expenses, and follow-up on action items. Draft and organize legal documents, maintain confidential records and databases, prepare reports, and support invoice, accounts payable, and billing workflows.
Requirements
Requires a relevant college diploma or equivalent and at least five years of administrative experience supporting legal counsel, corporate leadership, or business professionals. Candidates must be fluent in written and spoken English and French, proficient in Microsoft Office and expense/document systems, and able to work independently with discretion and strong organizational skills.
Skills
- Executive Calendar Management
- Administrative Support
- Legal Correspondence
- Legal Document Management
- Meeting Coordination
- Travel Coordination
- Expense Reconciliation
- Contract Administration
- Records Management
- Data Management
- Reporting
- Microsoft Office
- SAP Concur
- Accounts Payable
- Legal Billing
- Bilingual Communication
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Legal
- Management & Leadership
- Finance & Accounting
Keywords
- Legal Services
- Contracts
- Executive Support
- Calendar Management
- Administrative Correspondence
- Legal Letters
- Corporate Documents
- Meeting Coordination
- Business Travel
- Expense Claims
- SAP Concur
- Corporate Signatures
- Legal Instruments
- Contract Administration
- Confidential Records
- Document Lifecycle
- Records Governance
- Microsoft Office
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Departmental Metrics
- Executive Reporting
- Invoice Tracking
- Accounts Payable
- Billing Reconciliation
- Legal Billing
- English-French Bilingualism
- Legal Terminology