Administrative Coordinator
Job Summary
This is an 18-month contract role for an Administrative Coordinator based in Montreal, focusing on professional development within a leading law firm. The position involves managing continuing legal education programs, seminar logistics, and supporting lawyer mentorship and evaluation cycles. The ideal candidate is a highly organized, bilingual professional capable of working in a fast-paced legal environment.
Responsibilities
- Manage seminar scheduling and legal education tracking
- Coordinate speakers and event logistics
- Support mentorship programs and lawyer evaluations
- Facilitate internal communications and philanthropy campaigns
Required Skills
- Bilingual (French/English)
- MS Office proficiency
- Strong organizational and multitasking skills
- Experience in professional development or administrative coordination
- Excellent customer service and communication
Job Details
Job Responsibilities:
- Seminar Scheduling: Plan the internal continuing education calendar for lawyers.
- Continuing Legal Education tracking: Prepare attendance certificates, update internal files, and handle lawyers' compliance inquiries.
- Internal Communications: Notify lawyers/assistants of events, manage guest/registration lists, and draft/review invites, reminders, and confirmations.
- Speaker Coordination: Follow up with speakers for materials (PowerPoints, bulletins, profiles).
- Logistics & Material Preparation: Standardize, print, and distribute seminar materials; set up rooms and track attendance.
- Event Execution: Oversee seminars live, troubleshoot on-site, and address lawyers' logistical questions.
- Market Research: Monitor external training trends and offerings relevant to business law.
- Mentorship Program: Assist the Senior Director with running, updating, and maintaining internal mentorship.
- Team Building: Design, plan, and execute internal team-building events for lawyers.
- Evaluations & Compliance: Support the Senior Director through mid-year/year-end lawyer evaluations, annual Quebec Bar registrations, and Canadian Bar Association renewals.
- Philanthropy: Help the Director organize and launch annual philanthropy campaigns.
Qualifications:
- Minimum 1 to 2 years of relevant experience.
- Bilingual with excellent written and verbal communication skills, in both French and English.
- Good knowledge of MS Office suite software.
- Aptitude for and/or experience in professional development (an asset).
- Comfortable communicating with executives and high-ranking individuals.
- Ability to communicate needs clearly and enforce deadlines.
- Attention to detail and resourcefulness.
- Excellent customer service skills.
- Reliability, professionalism, punctuality, team spirit, and discretion.
- Ability to manage emergencies, prioritize tasks, and handle multiple files simultaneously.
- Knowledge of the rules applicable to lawyers' continuing legal education (CLE) obligations (an asset).
- Availability to work overtime, if necessary.
Working Conditions:
- Full-time position, 4 days a week in office and one day working from home.
- Group insurance from Day 1, paid for by company.
- Employee assistance program, including a wellness management program.
- Group RRSP with employer participation.
- 3 weeks of vacation.