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Added 15 mins ago
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Added 31 mins ago
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SEGULA Technologies

Administrative Assistant - Legal Services

Montreal, QC, Canada

Full-time

Apply About employer

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Job details

Job type: Full-time
Apply by: Nov 3, 2026
Experience: Experience: 5+ years of relevant administrative experience supporting legal counsel, corporate leadership, or business professionals.
Posting language: English
Posted: Oct 4, 2026

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

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.

Qualifications & Requirements

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.

SEGULA Technologies is a global engineering group, boosting the competitiveness of all major industrial sectors: automotive, aerospace, energy, rail, naval, life sciences, and telecoms. With a presence in more than 30 countries and 140 locations worldwide, the Group prioritizes close relationships with its clients, driven by the expertise of its 15,000 employees. As a leading engineering player putting innovation at the heart of its strategy, SEGULA Technologies manages large-scale projects, ranging from initial studies to industrialization and production. SEGULA TECHNOLOGIES is dedicated to gender balance and diversity, recognizing and recruiting talent of all backgrounds.

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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

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

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