Administrative Assistant

at  Davies Ward Phillips Vineberg

About Davies
Davies is a top-tier Canadian law firm focused on high-stakes matters. With offices in Montréal, Toronto and New York, we are consistently at the centre of the most challenging deals and cases in Canada and abroad.
A position at Davies is more than just a job. When you join the firm, you will be welcomed by a team that places as much emphasis on supporting its people as it does on serving its prestigious clients. As such, we have created a collaborative environment where team members of all backgrounds feel appreciated and are encouraged to share their ideas while working alongside some of the brightest legal and business professionals who are eager to share their knowledge and experience.
About the Position
We are looking for an administrative assistant to join the team of legal support professionals at our Montréal office. Reporting to the Senior Manager, Legal Support Professionals, the successful applicant will provide complete administrative support to two or three lawyers.
Primary Responsibilities
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
To Apply
For more information or to submit your application, please email Amélie Daigle, Human Resources Business Partner at mtlrecruitment@dwpv.com.
We thank all applicants for their interest; however, only those selected for further consideration will be contacted.
Davies is committed to providing a diverse, inclusive and accessible workplace for candidates and firm members with disabilities. Please let us know of any accommodations you may require at any time during the recruitment process

Please refer the Job description for details