Ottawa | 5 + Years & 2 + Years

Our client a mid sized, full-service office dedicated to providing the highest quality client service is looking to add an Executive Legal Assistant and Legal Assistant to their team.

Executive Assistant 5+Years

Responsibilities
•    Work closely with the OMP to execute against key business plan objectives and office initiatives
•    Provide critical daily support, demonstrating poise, tack and diplomacy
•    Assess the urgency ad importance of situations and take the appropriate action
•    Proactively assist the OMP in responding to and delegating routine inquiries and administrative tasks
•    Juggle multiple competing tasks and demands keeping focused on priorities and deadlines and assisting OMP to do the same
•    Provide support for meetings, including driving agendas, transcribing meeting minutes, executing
action steps, and coordinating meeting requirements
•    Support the OMP in post-meeting follow up to execute against timelines and commitments
•    Manage the calendar, calls, mail, e-mails, meetings and travel for the OMP and coordination of events originating from that position
•    Accurately prepare and edit correspondence, reports, minutes, presentations and pre-read packages for meetings
•    Support department budget management activities i.e. prepare and submit expense reports, prepare spreadsheets
•    Competently utilize the Firm’s technology and tools
•    Perform other administrative tasks as may be allocated and other duties as assigned.

Requirements
•    Experience in a legal practice environment or professional services environment highly preferred
•    7-plus years of professional experience with a minimum 5 years of experience supporting a top executive required
•    Strong client contact experience is a must
•    Bachelor’s degree is preferred or equivalent combination of education and experience
•    Superior interpersonal, organizational, time management and communication skills (both verbal and written) and professional telephone and e-mail manners are required.
•    Excellent technical proficiency in Microsoft Office applications and aptitude with technology
•    Strong attention to detail, proofreading and accuracy are required.
•    Able to take initiative, work independently with little instruction or supervision, and be able to prioritize.
•    Able to prioritize competing deadlines in a fast-paced environment and work well under pressure.
•    Must be confident, trustworthy, flexible and reliable
•    Able to manage multiple tasks and adapt to changing priorities.
•    Demonstrated commitment to privacy and ethical conduct.

Legal Assistant 2+Years

Responsibilities
•    Drafting, preparing and proofreading correspondence, accounts and various transactional documents and forms.
•    Entering and maintaining lawyer’s dockets and coordinating with the Accounting Department, when necessary; preparing detailed billings.
•    Dealing with and responding to client inquiries expeditiously and conducting follow up; keeping the lawyers apprised of interactions in their absence.
•    Opening, maintaining and putting away files, and maintaining precedent systems using the Firm protocol for knowledge management.
•    Processing incoming and outgoing mail, including maintenance of email accounts and managing bring forwards.
•    Preparing and updating cheque requisitions and expense reports.
•    Updating and maintaining client/matter lists and current client contact records electronically to meet Dentons’ requirements.
•    General administrative duties such as scheduling appointments and meetings, photocopying materials, booking meeting rooms, making travel arrangements, etc.; working with other related Departments/services internally to provide documents and other materials on time to meet client needs.
•    Maintaining and organizing files, both electronic and hard copy as required.
•    Demonstrating a team approach; supporting and standing in for colleagues to cover absences; ensuring strict adherence to confidentiality; accountability in relation to both internal and external clients to achieve outputs and goals for the Department and the Firm.
•    Other duties as assigned.

Requirements
•    Post-secondary education in business or related discipline. Legal Administration and/or Law Clerk Diploma preferred.
•    Solid work experience in a legal environment with working knowledge of corporate law. Preference will be given to previous experience gained within a large firm environment.
•    Demonstrated knowledge of procedures, with a sound understanding of corporate transaction documents.
•    Passion for working in a team environment, willing to help others and comfortable with sharing work assignments.
•    Ability to produce a high quality and quantity of work, occasionally under tight timelines.
•    Able to meet deadlines, work well under pressure and take initiative using sound judgment.
•    Strong interpersonal and communication skills (both verbal and written).
•    Excellent technical proficiency in Microsoft Office applications.
•    Knowledge of accounting/docketing systems and data management systems (i.e. Elite and iManage).
•    Excellent organizational/follow up skills; attention to detail, proof reading and accuracy are required.
•    Professional client and telephone manner and a proven track record of working with confidential information.
•    Must have excellent problem solving skills, the ability to work with little instruction or supervision and be internally motivated.
•    Professionalism demonstrated with colleagues, clients both in person and conversing by phone.
•    Strong grammatical skills, including punctuation and proofreading, attention to detail and accuracy are a must.
•    Demonstrated commitment to privacy and ethical conduct

For more information or to submit your resume to Kareyn Gauthier @ kgauthier@zsa.ca quoting reference #30805, and #30806