Administrative Assistant

Description:

Draft correspondence; prepare and revise documents
Manage deadlines, plan meetings and appointments and update lawyers' calendar
Organize lawyers' business trips and make necessary reservations
Revise and proofread documents for grammar, formatting and compliance with legal requirements and Davies' visual identity
Manage files, documents and folders using a number of storage and archiving applications such as NetDocuments, Sharefile, etc.
Assist lawyers with business development projects and keep professional contacts database up to date
Process data (time, expenses) and open files
Liaise with clients, colleagues, external parties and internal support departments, including our Business Centre
Follow up on billing for lawyers' files in tandem with Billing Coordinators
Transcribe dictations, voice memos and other recordings
Compare documents (do "markups")
Participate in the successful onboarding of new team members
Perform any related administrative task

Qualifications

At least three to five years of relevant experience in a fast-paced professional services firm
Attestation of Collegial Studies (ACS) in secretarial studies or Diploma of Collegial Studies (DCS) in office systems technology would be an asset
Excellent oral and written communication skills in English and French *Our Montréal office represents and provides services in Québec to both clients established in Québec and clients doing business in Québec. As the successful applicant will have to interact and produce content in French and English, verbal and written proficiency in both languages is required.
In-depth knowledge of Microsoft Office Suite, and more specifically Microsoft Word, Microsoft Excel, Microsoft Outlook and Microsoft PowerPoint
In-depth knowledge of Adobe Acrobat Pro
Experience transcribing voice memos and knowledge of BigHand would be an asset
Team player with strong organizational skills and attention to detail
Highly motivated, proactive and able to anticipate needs
Ability to efficiently manage priorities and work within tight deadlines
Independence, discretion, critical thinking and good judgment