Executive Legal Assistant – Litigation Support

Job Description

<p><b>Executive Legal Assistant – Litigation Support</b></p><p><b>Location:</b> Montreal</p><p><b>Work Schedule:</b> Hybrid-4 days a week in-office (flexibility required)</p><p><b>Reports To:</b> Manager, Legal Support Services</p><p><br></p><p><br></p><p><b>About the Role:</b></p><p>We are seeking a highly organized and proactive Executive Legal Assistant to provide comprehensive support to a Partner with a primary emphasis on litigation practice. This position demands a versatile professional capable of anticipating the Partner’s needs, managing complex schedules, handling sensitive client information with the utmost discretion, and delivering exceptional client service.</p><p><br></p><p>The successful candidate will be fully bilingual in French and English, adept at serving a diverse client base with a balanced workload of both languages. Experience in litigation support, constituting approximately 20-30% of responsibilities, is essential. As the Partner’s trusted right hand, the candidate will be expected to efficiently resolve challenges, coordinate calendars and travel arrangements, and manage both professional and personal administrative duties with a high degree of professionalism and confidentiality.</p><p><br></p><p>Key Responsibilities:</p><p><b>Partner & Client Support:</b></p><ul><li>Anticipate and manage Partner’s daily priorities, calendar, meetings, and workload.</li><li>Coordinate travel, accommodations, and expense reporting per Partner’s preferences.</li><li>Prepare meeting materials, agendas, and client documentation in advance.</li><li>Assist with personal appointments and requests as needed.</li><li>Manage sensitive and confidential information with utmost care.</li></ul><p><br></p><p><b>Litigation Practice Support:</b></p><ul><li>Provide 20-30% support focused on litigation tasks including tracking deadlines and court schedules.</li><li>Coordinate with other legal assistants and departments to ensure seamless workflow.</li><li>Use internal systems (such as Intap) to enter and track relevant data for the Partner.</li></ul><p><br></p><p><b>Communication & Coordination:</b></p><ul><li>Monitor and prioritize Partner’s email inbox and correspondence, drafting responses where appropriate.</li><li>Handle phone calls, client inquiries, and mail, routing communications professionally.</li><li>Coordinate logistics for meetings, conferences, client events, including catering and technology needs.</li></ul><p><br></p><p><b>Administrative & Financial Duties:</b></p><ul><li>Maintain and organize complex files and documents, both electronic and paper.</li><li>Assist with billing support including time entry and coordinating with finance for client and matter openings.</li><li>Proofread and format legal documents and correspondence to ensure accuracy and professionalism.</li></ul><p><br></p><p>Qualifications & Experience:</p><ul><li>Legal Assistant diploma or relevant college certificate in Office Administration or related field.</li><li>Minimum 5 years’ experience as an executive or legal assistant, preferably in a professional services environment.</li><li>At least 2 years’ experience supporting litigation practice is a strong asset.</li><li>Bilingual proficiency in French and English (oral and written) essential.</li><li>Excellent organizational, communication, and interpersonal skills.</li><li>Strong ability to work autonomously with a proactive, solution-oriented mindset.</li><li>Experience with legal support systems and tools such as Intap preferred.</li></ul><p></p>