Administrative assistant

Gexel Telecom International Inc.; Ottawa; On-site; CAD 36,000 - 48,000; Full time

Job summary

KRB Lawyers in Ottawa is seeking an Administrative Assistant to support lawyers with file management, calendar coordination, and document preparation. The role emphasizes bilingual communication (French and English) and requires strong organizational skills and multitasking in a fast-paced law-firm setting.

The successful candidate will handle billing, onboarding tasks, and client records, contributing to efficient operations and client service excellence in a dynamic team.

Qualifications

• Post-secondary diploma in Secretarial Studies or Office Administration.
• Two years of administrative support experience, preferably in a law firm.
• Bilingual French and English required for client and stakeholder communication.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Provide day-to-day administrative support to lawyers and paralegals.
• Manage calendars, coordinate meetings, and communicate with clients and internal stakeholders.
• Coordinate lawyers’ participation in business development initiatives and events.
• Prepare, review, and format correspondence, contracts, and legal documents.
• Open, maintain, update, and ensure compliance of client files and records.
• Scan, organize, file, and archive documents and records in electronic and physical formats.
• Maintain client databases, contact lists, and document management systems.
• Process billing, expense reports, and administrative file management.

Skills

Bilingual (French/English)

MS Office proficiency

Organization & multitasking

Education

Secretarial Studies / Office Administration diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

ADMINISTRATIVE ASSISTANT

2+ Year of Experience

Ottawa

Advance Your Career at KRB

Would you like to join a bold, high-performing, and rapidly growing law firm where your expertise is valued and your contributions make a real impact?

At KRB Lawyers, we believe our success is driven by the talent and dedication of our people. With over 100 professionals, our firm stands out through a culture built on collaboration, professional development, and exceptional client service.

Joining KRB means becoming part of a dynamic environment where you can grow your career, take on meaningful challenges, and work alongside passionate and engaged colleagues.

Your Future Role

We are looking for an Administrative Assistant to join our Ottawa office. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities simultaneously. In this role, you will provide comprehensive administrative support to our lawyers, including file management, legal document preparation, calendar coordination, and administrative and business development support.

Key Responsibilities

• Provide day-to-day administrative support to lawyers and paralegals.
• Manage calendars, coordinate meetings, and oversee communications, appointments, and follow-ups with clients, prospective clients, and internal stakeholders.
• Coordinate lawyers’ participation in business development initiatives and events.
• Prepare, review, and format correspondence, contracts, legal documents, and closing binders.
• Open, maintain, update, and ensure compliance of client files and records.
• Scan, organize, file, and archive legal documents, minute books, and other records in both electronic and physical formats.
• Maintain and update client databases, contact lists, and document management systems.
• Process billing, expense reports, and administrative file management, including tracking client budgets.
• Coordinate employee onboarding and offboarding activities in collaboration with the KRB Operations team.
• Maintain a clean, organized, and efficient work environment.
• Perform other related administrative duties as required.

Qualifications and Skills

• Post-secondary diploma in Secretarial Studies, Office Administration, or a related field.
• Tow years of administrative support experience, preferably in a law firm or a similar professional environment.
• Bilingualism (French and English) required to communicate effectively with clients as well as internal and external stakeholders in both languages.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent organizational, prioritization, and multitasking skills.
• Professionalism, autonomy, attention to detail, and strong work ethic.

*French is required to serve external clients and partners and to prepare client-facing documents; however, English remains the primary working language.

Working at KRB Means

• Competitive compensation and a comprehensive benefits package;
• Meaningful professional development and career advancement opportunities;
• A dynamic environment where your contributions are recognized and valued;
• Modern offices located in downtown Montreal;
• Social events and wellness-focused initiatives;
• Access at all times to an Employee Assistance Program and telemedicine services.

Ready for Your Next Challenge?

Join an ambitious and collaborative team within a firm that values innovation, performance, and strong human relationships.