Reservist - Legal Assistant

Alter Ego; Montreal; Hybrid; CAD 58,000 - 70,000; Full time

Benefits offered by this job

Firm-paid group insurance

Wellness program

Technology expense allowance

Hybrid work (3 days in office)

Job summary

Personnel Alter Ego in Montreal is seeking a reservist/legal assistant to join its bilingual team. The role involves drafting and formatting documents in French or English for lawyers and clients who use either language. You will support multiple practice groups, manage requests, and handle everyday administrative tasks.

You will oversee travel arrangements for clients, file management, and preparation of simple court documents, with a hybrid work schedule and competitive compensation.

Qualifications

• Post-secondary degree in a legal assistant program.
• 1–3 years of relevant work experience preferably in the legal field.
• Bilingualism in French and English required.
• Intermediate-level skills in the Microsoft suite (Outlook, Word, Excel, PowerPoint).
• Strong word processing, spelling, writing and editing skills.
• Strong organizational and time management abilities.

Responsibilities

• Assist team with triage and request management, meeting deadlines.
• Manage workflow variations with minimal supervision.
• Answer questions related to processes and assist time holders.
• Liaise with firm resources and route requests appropriately.
• Ensure requests are tracked in the workflow system.
• Provide support to lawyers and review work for quality.
• Prepare simple legal documents for the Court.
• Assist clients with travel arrangements and bookings.
• Keep client and matter data updated in the database.

Education

Legal assistant program

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Basing its practice on excellence for both its clients and its employees, this law firm is looking for a reservist/legal assistant to join its team.

The employee who will occupy this position will be part of a bilingual team and will be required to work on documents in French or English for lawyers, clients or professionals who only understand and communicate in English or French. Some requests will be sent only in French or English.

The successful candidate will be responsible for providing support to team members in various practice groups, managing applications, and providing support and production of documents.

You will be responsible for the following:

General

• Collaborate harmoniously with team members to provide comprehensive assistance with all matters related to triage and request management. Be quick to respond to questions, consistently meet deadlines, and foster smooth cooperation between the various departments and individuals within the firm.
• Effectively manage workflow variations with little supervision. Oversee the management of requests, establish work priorities and ensure the right coordination to complete it on time.
• Answer questions related to processes and assist time holders in resolving their problems according to their area of expertise and responsibilities.
• Liaise with other firm support resources and forward requests to them as appropriate to ensure the effective and appropriate use of resources.
• Ensure that requests are accurately tracked in the workflow system. Provide support within the resource center.
• Continuously improve professional knowledge and technical skills through active participation within the team. Share knowledge, information and mentorship with stakeholders and team members to create a positive and collaborative environment.
• Ensure quality control of one's own work, asking specific questions when appropriate, and review the work of others.
• Provide support to lawyers in specific practice groups, as required, to maintain the support provided by the firm's Legal Support Services and ensure continuity of legal operations and client satisfaction.
• Perform all other tasks as required.

Operational and administrative support

• Collaborate with Resource Centre clients to process time-limit expenses by creating expense reports in accordance with guidelines established by the firm.
• Submit and process cheques and invoices from vendors and third parties in the firm's system.
• Provide administrative support, including printing, scanning, faxing, photocopying, archiving, saving and changing the names of documents in the firm's document management system, preparing notebooks, copying documents to CDs or USB keys, entering data into the database, and downloading or uploading files from the Internet or databases.
• Work with the Records Management department to create, maintain and save client files in accordance with the firm's policies and guidelines.

Documents (foundational support)

• Write, perform basic corrections and formatting and review correspondence, memos, major transaction documents, reports, forms, labels, etc.
• Proofread draft documents and ensure proper formatting, spelling, grammar and clear text.
• Prepare simple legal documents for the Court.

Lawyer and Client Support

• Assist clients with everything related to booking travel, preparing itineraries taking into account their preferences, including booking airfare, hotel rooms, ground transportation and meals.
• Update customer names and addresses in the database on a regular basis.
• Assist various practice groups in the preparation of legal documents ensuring that established requirements are taken into account.
• Maintain a good level of knowledge of legal terminology, court rules and procedures, and medical terminology, as applicable.

The ideal candidate will be distinguished by the following profile:

• Post-secondary degree in a legal assistant program.
• One to three years of relevant work experience preferably in the legal field or other professional services.
• Bilingualism in French and English required.
• Intermediate-level skills in the use of the Microsoft suite (Outlook, Word, Excel, PowerPoint).
• Gain and maintain a thorough understanding of the firm's operational policies, processes and technology unique to the firm.
• Have strong word processing, spelling, writing and editing skills.
• Work effectively with other team members and demonstrate tact, respect, and professionalism in all interactions.
• Provide a high level of service to colleagues and clients (on a restricted basis/as needed related to specific requests).
• Demonstrate strong organizational skills when it comes to assessing priorities and completing tasks; demonstrate strong time management skills and a good ability to multitask and work under pressure to meet tight deadlines.
• Be a good listener to be able to identify the needs of clients and colleagues; ask questions to clarify expectations, seek to understand situations, problems and concerns.
• Be responsive to requests from clients and colleagues and keep them informed of the progress made in the processing of their requests; ability to identify and address obstacles that may hinder the achievement of the desired outcome in a timely manner.

What is offered to you:

• Exceptional benefits from day one including firm-paid group insurance coverage, a wellness program and a technology expense allowance.
• Competitive compensation, between $58,000 and $70,000 depending on your experience, overtime pay, generous time off, including a day off for volunteer activities and a day off for your birthday, a hybrid work mode (3 days in the office) and a schedule from 8 a.m. to 4 p.m. or 10 a.m. to 6 p.m.
• Opportunities for growth and professional development at all levels, with a culture that fully encourages and values dialogue-based feedback.
• The opportunity to be frequently involved in the community and a commitment to equity, diversity and inclusion.
• A collaborative and cohesive culture where lawyers and business teams work together towards a common goal.

Join this dynamic and professional team in this position that will bring you diversity of tasks and daily challenges! We look forward to getting to know you!