Legal Assistant, Tax Law - National Law Firm

Job Description

Vortex Strategy & Recruitment is actively seeking a Tax Law Legal Assistant for its client, a highly respected national law firm located in downtown Montreal.

The successful candidate will contribute to the management of legal professionals' practices by providing administrative and secretarial support, enabling lawyers to deliver exceptional service to clients.

Your Role and Responsibilities

• Complete tax registrations in the Province of Quebec for all Osler offices, provide assistance with Canada Revenue Agency (CRA) requests, merger notifications, and ensure proper management of client access to CRA and Revenu Québec online platforms;

• Edit, proofread, and format legal documents (letters, memoranda, file notes, legal opinions, pleadings, etc.);

• Transcribe documents from handwritten notes and/or telephone messages;

• Compare documents using Litera Compare;

• Update client lists;

• Photocopy documents and coordinate printing and scanning requests;

• Communicate directly with other legal professionals in the absence of assigned lawyers;

• Prepare presentation materials when lawyers are speaking at conferences (PowerPoint);

• Open new client files;

• Follow up on internal and external telephone calls when required;

• Initiate conference calls;

• Manage lawyers' calendars;

• Manage emails, search, enter, and update data in OnePlace;

• Arrange travel, vehicle rentals, hotel accommodations, and restaurant reservations;

• Reserve conference rooms for meetings, videoconferences, and client meetings;

• Prepare conflict search requests and forward them to the appropriate individuals;

• Monitor daily time entries and enter or revise them in the system;

• Review and validate time entries on a weekly and monthly basis;

• Prepare monthly billing;

• Prepare expense reports, obtain approvals when required, and follow up as needed;

• Prepare trust account cheque requests or bank transfer requests;

• Assist other legal professionals as well as legal assistants within the department (or other departments) when required;

• Assist students and articling students when required;

• Commission affidavits and administer oaths for lawyers and clients.

Requirements

• Minimum of 3 to 5 years of experience supporting one or more legal professionals in private practice, ideally including experience supporting a partner;

• Experience with, or an interest in, administrative procedures involving the Canada Revenue Agency (CRA) and Revenu Québec;

• Ability to manage confidential information and regulatory deadlines with discretion;

• Strong proficiency with the Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel);

• Knowledge of iManage would be considered a significant asset;

• Ability to manage multiple priorities in a fast-paced environment while meeting tight deadlines;

• Strong verbal and written communication skills in both English and French;

• Bilingualism (spoken and written) is required, as the successful candidate will be part of a national team serving both internal and external clients located across Canada and internationally;

• Strong organizational skills with the ability to manage multiple tasks simultaneously;

• Ability to take initiative and work independently with minimal supervision;

• Knowledge of legal procedures and practices;

• Proficiency with office software applications;

• Strong teamwork skills;

• Exceptional attention to detail.

Benefits

• Highly competitive salary based on experience;

• Comprehensive group insurance fully paid by the employer from the date of hire;

• Pension plan with both employee and employer contributions;

• More than four weeks of vacation starting upon hire;

• Health spending account;

• Hybrid work model;

• And much more.