Job Description

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McCarthy Tetrault is a Canadian law firm that offers a full suite of legal and business solutions to clients in Canada and around the world. At McCarthy Tetrault, we offer challenging and rewarding career opportunities in our offices in Toronto, Montreal, Quebec City, Calgary and Vancouver. We are delighted to have earned the distinction of one of Canada's Best Diversity Employers for the thirteenth consecutive year in 2025. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

The employee who fills this position will be required to interact with clients and third parties who understand and communicate only in English. This position also requires the candidate to be able to interact fluently with colleagues in our offices across Canada, where English is the predominant language. As we estimate that more than 60% of the work required for this position must be performed in English, the language requirements for this role include a high level of written English and reading comprehension, as well as a basic level of oral communication.

We are recruiting a

Bilingual Executive Assistant (Litigation)

to join our team in our

Montreal

office. The successful candidate must have a minimum of five years of experience as an executive/legal assistant, ideally acquired in a professional services environment or in the field of litigation, and will be responsible for providing support to the management functions and the litigation practice of a Partner. The successful candidate will provide high-level administrative support focused on practice management, management functions, and business development initiatives. McCarthy Tetrault employees benefit from a hybrid work environment.

As a Bilingual Executive Assistant (Litigation) you will be:

Partner / Client SupportAnticipating needs of Partner to efficiently maximize time by managing a priority listschedule and workload to ensure information is adequately prepared for meetings, including briefing on dailyweekly schedule and creating, managing and co-ordinating receipt of required documentation and materials in advance of meetings. Establishes a systematic method to track time commitments and the completion of tasks. Independently manages Partner's calendar by scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate. Updating calendars for assigned Partner, including their meetings, appointments, due dates and client-related activities. Co-ordinating logistics of internal and external conferences, business development activities, meetings and events (e.g., communication, location, meals, technical equipment, materials, RSVPs, and travel), with minimal to no guidance. Attends on-site at venue to confirm logistical arrangements, as needed. Booking and coordinating Partner travel and ancillary arrangements including preparing itineraries and travel expense reports, in accordance with Partner preferences, in coordination with the Firm's travel resources and in compliance with Firm and client travel policies. Reconciliation of credit card statements and receipts as may be required. Updating contact names and addresses in the client database on a regular basis. Coordinating client meetings, including scheduling rooms and arranging for needed catering or audio-visual equipment. Managing firm and client confidential information. Assist with frequent personal requests.
Emails, Mail, and Phone Reception FunctionsMonitoring emails and managing Partner inbox, assessing priorities, gathering relevant information, taking appropriate action and preparing response. Reviewing and routing incoming mail communications and arranging for specialized mail or messenger services as required. Receiving, handling, screening and/or directing incoming calls as directed by Partner; responding to routine inquiries and requests from clients; and taking messages as required.
File and Time ManagementManaging files including: opening new files, maintaining large and complex files, developing, maintaining and utilizing an orderly filing and retrieval system to ensure ease of reference to historical paper or electronic records, organizing law and precedent files. Working with Records Management and Administrative Clerks to create, maintain and store client files as appropriate.
Financial and Administrative FunctionsAssisting with the preparation and finalization of time entry if required on a daily basis according to firm standards in preparation for Billing Assistant to process. Working with Finance to coordinate new Client and Matter openings (KYC); Coordinating activities with functional area staff (Office Services, Marketing, etc.), as needed.
DocumentsPreparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions, in accordance with the requirements set by the Partner. Coordinating and dispersing tasks to be performed by various resource groups such as the Document Specialists, Administrative Clerks, Billing Analysts, etc. where appropriate while ensuring tasks are completed in a timely manner. Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity.

As our ideal candidate, you will distinguish yourself by the following profile:

Legal Assistant diploma or college certificate in office administration or Information & Communications Technologies or equivalent. Minimum 5 years of experience as an executive/legal assistant with experience ideally acquired in a professional services environment. 2+ years of experience with litigation practice work is an asset. Responsibilities may require availability beyond regular working hours and a more frequent in-office schedule to manage and respond to requests in a timely manner. Bilingualism (French and English, oral and written

As a member of the McCarthy team, you will have access to:

Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements. Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday. A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback. Strong community involvement and a commitment to equity, diversity and inclusion. A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply:

We encourage external candidates to apply online and internal applicants must apply directly through our internal careers portal on Espresso. We look forward to receiving your application. We thank all applicants for their interest in McCarthy Tetrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tetrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.