Adjoint·e administratif·ve /Administrative Assistant

Clyde & Co•Montreal, QC

9d•Hybrid

About The Position

The Administrative Assistant supports a group of lawyers and legal assistants by performing non-legal tasks. The position incumbent will be part of the Administrative Assistant Resource Team in Canada (AART Canada). The role is hybrid in that it also entails covering at reception and handling local workplace services related tasks. This is a non-exempt (overtime eligible) position which requires on-site presence at the Montreal office 5 days a week. Key Responsibilities Assisting with billing tasks. Sending bills to the clients. Drafting ethical screens. Preparing expense reports. Processing invoices through Chrome River Invoice. Helping with document management and preparation for examinations and trial. Replacing at reception during breaks and time off. Answering and transferring calls while at reception; redirecting e-mails effectively in a courteous & professional manner. Greeting clients, judicial officers, and other visitors who come to our office’s reception area and respond to any inquiries they may have. Filing electronic documents in iManage. Preparing and sending documents via Box software. Assisting with reprographics services. Booking official stenographers. Performing other related duties when needed.

Requirements

Diploma in secretarial studies, office technology or other combination of equivalent training and experience.
A minimum of 3 years of relevant experience in the legal sector or in another professional services environment.
Bilingualism, French and English, verbally and in writing, at a functional level.
Excellent knowledge of Microsoft Office, especially Excel, Word and Outlook.
Great rigor and attention to detail in the execution of tasks.
Interest for working with numbers, spreadsheets, billing and invoicing tasks.
Strong organizational and prioritization skills.
Ability to manage various tasks simultaneously and meet tight deadlines.
Ability to focus attention and work in a dynamic environment.
Communicating and interacting in a professional way with all Clyde & Co staff members.
A sense of autonomy and an excellent team spirit.
Respect for confidentiality.
Very skilled at working in a computerized environment (with varied software) and a good aptitude for learning new software tools.

Responsibilities

Assisting with billing tasks.
Sending bills to the clients.
Drafting ethical screens.
Preparing expense reports.
Processing invoices through Chrome River Invoice.
Helping with document management and preparation for examinations and trial.
Replacing at reception during breaks and time off.
Answering and transferring calls while at reception; redirecting e-mails effectively in a courteous & professional manner.
Greeting clients, judicial officers, and other visitors who come to our office’s reception area and respond to any inquiries they may have.
Filing electronic documents in iManage.
Preparing and sending documents via Box software.
Assisting with reprographics services.
Booking official stenographers.
Performing other related duties when needed.