Senior Bilingual Legal Secretary

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We are seeking a highly organized and proactive Bilingual Legal Administrative Assistant (English/French) to provide comprehensive administrative and practice support to assigned fee earners, including Partners, Senior Associates, and other legal professionals. The successful candidate will demonstrate fluency in both English and French, enabling them to provide seamless support across internal teams and external clients in both official languages.

Key Responsibilities:

• Proactively manage and coordinate a wide range of administrative tasks, including scheduling meetings, organizing events, and arranging travel.
• Handle client intake processes, including Anti-Money Laundering (AML) compliance and drafting engagement letters in both English and French.
• Provide timely and accurate billing support to attorneys.
• Act as the first point of contact for incoming calls and correspondence in both languages; exercise sound judgment and discretion in managing access to fee earners.
• Manage complex calendars and coordinate internal and external meetings using firm tools.
• Assist with email and document management, including inbox monitoring and electronic/hard copy filing using iManage, in both English and French.
• Maintain direct communication with clients and their assistants in either language; support client-facing activities with professionalism and cultural sensitivity.
• Liaise and coordinate with E2E services, business management secretaries, and internal teams; review bilingual materials from Service Centers to ensure quality and accuracy.
• Produce urgent documents that are not suited for Document Services, in English and French.
• Manage multiple and competing deadlines with efficiency.
• Where applicable, liaise with courts and assist in preparing accurate, bilingual court documentation and bundles.
• Provide administrative support during meetings, including bilingual minute-taking and follow-up on action items.
• Act as a mentor or buddy to junior team members as required.
• Take ownership of specific tasks or projects within the practice group, adapting language use to the audience.

Required Skills and Experience:

• Proven experience in a legal or professional services environment.
• Full professional fluency in both English and French (spoken and written) is essential.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Access, Teams).
• Exceptional calendar and document management skills in both languages.
• Ability to identify and resolve problems using established procedures and sound judgment.
• Skilled at prioritizing tasks and managing multiple deadlines in a fast-paced, bilingual environment.
• Demonstrates initiative and a proactive approach to learning and upskilling.
• Strong interpersonal skills; able to build effective working relationships across English- and French-speaking teams.
• Excellent written and verbal communication skills in both English and French.
• High attention to detail and a commitment to producing accurate, professional work in both languages.

David Aplin & Associates Inc., operating as Aplin, and its associated brands, CompuStaff and Impact Recruitment, is an award-winning employment agency connecting diverse, top-tier talent with exceptional organizations across North America. We welcome applicants from all backgrounds and charge no fees to apply or engage with our recruiters. Our clients partner with us to help expand and diversify their teams. Please note that all applicants must be legally entitled to work in Canada, including holding any necessary work permits.

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