McCarthy Tétrault

Attorney

• Prepare, edit, format, print, scan and proofread correspondence, memos, litigation documents, reports, forms, labels and all documents produced by dictation, typing or otherwise, in accordance with the requirements established by the practice group
• Coordinate and assign tasks to various resource groups, where applicable, ensuring tasks are completed in a timely manner
• Perform proofreading and ensure documents are clear, properly formatted, and free of spelling and grammatical errors
• Assist lawyers in preparing and coordinating hearings and trials; record and monitor court appearance dates, procedural steps and filing requirements
• Prepare basic court filings and other visual materials to be presented in court
• Coordinate service and filings of proceedings with sheriffs/process servers and the Court
• Schedule and coordinate examinations, expert testimony or other court-designated hearings
• Manage evidence collection
• Maintain an in-depth knowledge of legal terminology, court rules and procedures, and medical terminology where applicable
• Manage files, including opening new files, maintaining large and complex files, and developing, maintaining and using an organized filing and retrieval system to facilitate access to paper or electronic records
• Update calendars for designated lawyers, including physical reminder systems, meetings, appointments, deadlines and client-related activities
• Coordinate lawyers' travel arrangements, including preparing itineraries and expense reports
• Regularly update contact names and addresses in the client database
• Review and route incoming mail and faxes; prepare and process outgoing mail and faxes
• Receive, process, screen and direct incoming calls per lawyers' instructions; respond to routine inquiries and client requests; take messages as required
• Assist daily with time-entry preparation and closing in accordance with firm standards for processing by the accounting department
• Work with Finance to coordinate the opening of new client files and new retainers
• Provide consistent support when other assistants are absent; assist assistants facing tight deadlines; work proactively, positively and productively as a team member

Bilingual Legal Administrative Assistant – Litigation

Research Analyst

• Providing legal research and reference services to firm lawyers, students and internal departments.
• Conducting research and retrieving information quickly and cost-effectively.
• Docketing time for work performed for charge back to client file.
• Guiding researchers with search strategies, and choosing and using online and print information resources and technology for maximal benefits.
• Contributing to the design and execution of teaching, training and orientation regarding research methodology and resources for students and lawyers.
• Staying abreast of cutting-edge information resources and technology with special emphasis on AI.
• Identifying, examining and evaluating publications and electronic resources for their usage in the provision of a wide variety of library services.
• Providing a broad spectrum of firm-wide current awareness services to internal clients (alerts, newsletters).
• Collecting, maintaining and delivering information to achieve a competitive edge.
• Working collaboratively with other researcher specialists on mandates and project-related work as a member of the firm-wide research team.
• Mentoring and onboarding library team members and law students, where applicable, in research methodologies and resources.
• Other duties as assigned.

Research Specialist, Legal

Business Development Rep

• Supporting various marketing and business development initiatives, including tracking initiatives, managing schedules and calendar invites, submitting invoices for payment, following up with stakeholders, updating data and preparing reports.
• Providing support for marketing, business development, and go-to-market strategy initiatives, with guidance and support from and in collaboration with Clients & Markets Leads for industries and practice groups.
• Supporting lawyers with time-sensitive client requests for firm information related to practice and industry groups such as credential packages, info sheets and deal lists.
• Fulfilling sponsorship requests by working with lawyers and other team members, including preparing and submitting branding, lawyer profiles, signage, marketing materials and reviewing sponsorship contracts.
• Gathering client/prospect and industry intelligence with support from the Research and Information group.
• Assisting in the planning, scheduling and preparation for various meetings and/or conferences.
• Ensuring marketing materials related to initiatives are up-to-date.
• Regularly updating and maintaining the Firm’s referral and visits databases, including generation of reports, follow ups and inputting data.
• Providing the initiative leader with various reports related to different markets including expense budgeting.
• Providing support on special initiatives projects and to the Marketing and Business Development team, as necessary.

Business Development Coordinator

Billing Specialist

• Maintaining various reports and spreadsheets related to timekeeper rates, unopened matters, eBilling rejection reports, and other billing data.
• Assisting the billing team in preparing and submitting status reports and budgets in eBilling systems for various clients, in coordination with lawyers and legal assistants.
• Performing monthly reconciliation of all eBilling invoices to ensure successful submission to various platforms.
• Investigating and documenting any rejected or short-paid invoices, and ensuring they are resubmitted in a timely manner.
• Acting as a liaison between lawyers/legal assistants and the Finance team, assisting with accounting and financial queries, and onboarding new eBilling clients to meet client requirements.
• Initiating collection inquiries with external clients, and escalating unresolved eBilling issues to billing lawyers for direction.
• Collaborating with the billing team to cancel, reissue, or resubmit invoices, and preparing credit notes in line with firm policies.
• Gathering and verifying information related to special arrangements or requirements for eBilling matter setup.
• Ensuring timely and accurate setup of eBilling matters and associated rates in the system.
• Preparing and submitting annual rate increases to clients through E-Billing vendor sites.
• Escalating unresolved issues to management and to the billing lawyer where appropriate.
• Supporting the setup of new electronic billing requirements for clients, including providing the matter and timekeeper information and, creating and modifying various invoice formats and setup of new phase and task code sets, when necessary.
• Performing project work, leading and co-ordinating or participating in projects as assigned.
• Other duties as assigned.

E-billing Analyst

Compliance

• Implementing and maintaining GRC policies, procedures, and controls aligned with ISO/IEC 27001:2022, NIST, and other relevant standards.
• Conducting risk assessments across business units, IT systems, and third-party vendors.
• Tracking and reporting on risk mitigation plans and residual risk.
• Monitoring regulatory changes (e.g., PIPEDA, GDPR, Quebec Law 25) and ensuring timely updates to internal controls and documentation.
• Coordinating internal and external audits, including evidence collection, control testing, and remediation tracking.
• Preparing dashboards and reports on risk posture, compliance status, and control effectiveness for review by the GRC Manager and senior leadership.
• Developing and delivering GRC-related training and awareness sessions to promote a culture of compliance and risk ownership.
• Capturing and documenting risks for inclusion in the enterprise risk register, ensuring traceability and accountability.
• Administering GRC platforms (e.g., Archer, ServiceNow GRC) and contributing to automation of workflows and reporting.
• Identifying opportunities to enhance risk management processes and drive a culture of security and compliance across the organization.
• Advising senior leadership on emerging risks, regulatory trends, and best practices.
• Influencing and building consensus among diverse stakeholders, including both technical and non-technical teams.

Senior GRC Analyst

Human Resources

• Acting as the first point of contact for all payroll and benefit inquiries from Local HR Representatives.
• Providing general payroll and benefits assistance to members of the Firm upon request.
• Supporting our Paymaster with: Overtime sheets, payroll transaction forms, special deductions and reimbursements, or banking changes.
• Ensuring that the employee’s payroll information is accurate in the system.
• Working closely with the Paymaster to resolve payroll transactions issues.
• Creating and/or running routine reports from payroll system.
• Investigating and resolving transactional payroll issues with Local HR Representatives.
• Supporting the payroll year-end process (relevés 1, T4s, T4As, W2, taxable benefits, etc.).
• Calculating, remitting and reconciling bi-weekly and monthly remittances to non-government institutions (includes: Pension Plan, Group RRSP, Sun Life, United Way, etc).
• Supporting our Total Rewards Specialists with: Processing requests on all benefit-related requests from all members of the firm, as well as retirees.
• Responsible for timely administration of Firm benefit programs such as coordinating wellness, stipend, technology, tuition reimbursement programs, corporate agreements and discounts, etc.
• Updating the various eligibility lists for our benefit programs with our suppliers (employee and family assistance program, telemedicine, annual medical examination, etc.) at a set regular frequency.
• Processing of monthly invoices from benefit suppliers.
• Providing logistic and administrative support to the team.
• Collaborating on the administrative activities related to leave management if needed.
• Other duties as assigned.

Bilingual HR Coordinator – 6-month Contract

Events

• Provide support to the National Events team and support with Client Relations and gifting.
• Assist with the planning and execution of in-person, hybrid and virtual events.
• Source and book venues, entertainment, gifting and other services.
• Prepare onsite event materials.
• Assist with on-site event registration and delivery of events.
• Create and revise invitation lists based on targeting criteria.
• Update RSVPs and Attendance in Salesforce.
• Prepare event reports on metrics and analyzing data.
• Coordinate seasonal and ad hoc client gifting initiatives.
• Process invoices and reconcile credit card statements.
• Collaborate with other firm teams to ensure that event and gifting needs are fully met.
• Keep the Client Relations Manager informed of progress on projects, as well as any issues that require escalation.
• Collaborate additional projects as required.

Coordinator, Client Relations – Events

Operations

• Overseeing a national bilingual, remote, and 24/7 DSG team, ensuring high service standards and value through effective management and leadership
• Building strategic partnerships with key internal stakeholders to increase awareness and engagement with DSG and optimize workflow efficiency
• Providing leadership, direction and expertise for DSG functions, including employee relations, engagement and change management
• Ensuring timely and high-quality services delivery to meet deadlines, adhere to document production and support processes, and make procedural adjustments as necessary
• Identifying opportunities for process improvement, recommending innovative changes, and leading implementations across DSG, Resource Centre, and LSS nationally
• Collaborating with Supervisors on staff absences, vacation planning, and managing overtime while maintaining operational and cost efficiencies
• Monitoring workflows and key metrics, analyzing data to identify trends, and developing recommendations for change and improvement
• Reviewing department metrics regularly and preparing monthly reports
• Conducting individual and team meetings and coordinating regular training events for Supervisors and Document Specialists
• Managing performance management processes with Supervisors: setting objectives and providing ongoing feedback
• Leading firm-wide projects, preparing change management and communication plans to facilitate seamless transitions
• Leading talent acquisition and talent management processes and collaborating on annual budget preparation
• Coaching Supervisors to build and maintain effective working relationships with DSG clients and stakeholders
• Providing coverage/backup for DSG management team members and attending off-hour events as required

Manager, Document Operations

Marketing

• Concevoir et créer des modèles et actifs visuels pour communications promotionnelles et informatives (fiches d’information, affiches, publications, bannières web et courriel)
• Créer des graphiques pour les médias sociaux en utilisant des modèles existants (Canva)
• Mettre à jour les modèles Word et PowerPoint utilisés par l’ensemble du cabinet
• Effectuer un contrôle qualité axé sur l’identité visuelle et l’expérience utilisateur avant livraison
• Agir comme point de contact entre groupes fonctionnels internes et concepteurs pigistes pour coordonner l’exécution des projets de design quotidiens
• Soutenir le spécialiste des médias sociaux dans la planification et la publication de contenu
• Participer aux séances d’exploration de projets et proposer des solutions et échéanciers
• Assurer l’attribution des tâches et des ressources au sein de l’équipe de design et ajuster les charges de travail
• Élaborer des descriptions de tâches pour les concepteurs pigistes en collaboration avec la gestionnaire
• Coordonner le processus de bout en bout pour les demandes de conception graphique et veiller au respect des délais
• Aider les membres du cabinet à suivre les pratiques exemplaires en matière d’utilisation des modèles et d’identité visuelle
• Gérer les actifs visuels de la marque dans le système de gestion des actifs numériques et superviser les photos des avocat(e)s

Coordonnateur/trice bilingue, Design visuel et marketing

Analyst

• Établir des relations de travail efficaces avec avocats, parajuristes, adjointes juridiques, clients internes et externes et gestionnaires.
• Assurer la saisie du temps dans les délais prescrits et effectuer le suivi auprès des avocats et parajuristes.
• Préparer, imprimer et réviser les projets de factures en temps opportun et apporter des corrections selon les guides de facturation des clients et les normes du cabinet.
• Assurer le suivi et la révision des travaux en cours pour garantir la facturation en temps opportun.
• Gérer la facturation des dossiers avec ententes particulières (honoraires conditionnels, facturation à la clôture, progressive) et informer le contrôleur régional ou le directeur de la facturation.
• Préparer rapports et feuilles de calcul sur le temps, la facturation et les comptes débiteurs destinés aux avocats et aux clients externes.
• Transmettre factures et pièces justificatives au client par courrier, courriel ou téléversement sur des sites de facturation électronique.
• Communiquer avec le Service des finances pour vérifier codes et modalités contractuelles clients et garantir le respect des procédures.
• Communiquer avec l’équipe de facturation électronique en cas d’échec de transmission et aider à l’établissement rapide des dossiers de facturation électronique.
• Remplir en ligne rapports d’état et budgets dans les systèmes de facturation électronique de certains clients.
• Effectuer le premier recouvrement auprès des clients externes et confier les cas difficiles au Service du recouvrement.
• Annuler et produire une nouvelle facture ou créer des notes de crédit selon les politiques du cabinet.
• Assurer la liaison entre avocats/adjointes juridiques et services financiers et tenir des registres précis des approbations et directives.

Analyste bilingue, Facturation

• Building and maintaining effective working relationships with billing lawyers, paralegals, legal assistants, external and internal clients and management.
• Ensuring time is entered by set deadlines and following up with lawyers and paralegals where necessary.
• Preparing, printing and reviewing of prebills (electronically or physically) in a timely manner, monthly, quarterly or on request, including any necessary follow up with others in the Firm and revising according to client billing guidelines and Firm standards and policies.
• Monitoring and reviewing of outstanding WIP (Work In Progress) and following up with lawyers and paralegals to ensure timely billing.
• Tracking contingency files, closings and other milestone billing arrangements and reporting on status of such files to direct supervisor, including requirement for WIP provisions.
• Preparing various reports and spreadsheets related to time, billing, receivables, etc. for lawyers/paralegals and/or external clients where applicable.
• Issuing invoices as instructed by lawyers and in accordance with client billing guidelines and Firm standards and policies -including, but not limited to: narrative edits, transfers, splits, obtaining approval for and applying fee adjustments, creating PDF, delimited or XML file invoices for e-billing clients, based on such client’s requirements.
• Ensuring invoices and supporting documents are forwarded to client in a timely manner, by mail, email or uploading through or into various e-billing sites/e-billing platforms as per the Firms standards and policies.
• Liaising with Finance Department to ensure client codes and contract specifications are up-to date and procedures are followed.
• Liaising with E-billing Team with respect to any rejected invoices during e-billing submissions.
• Completing online status reports and budgets in e-billing systems for various clients in coordination with lawyers and legal assistants.
• Acting as monitor for specific clients and/or matters when Alternate Fee Arrangements are in place.
• Ensuring that special rates and discounts are applied to each invoice.
• Monitoring thresholds and other milestones and updating billing lawyer on status.
• Providing reports and ensuring compliance with all special arrangements.
• Acting as liaison between lawyers/LA’s and Finance, providing assistance re accounting or financial queries to ensure client needs are met.
• Responsible for initial collection inquiry with external clients.
• Escalating billing concerns/issues to billing lawyer for direction on next steps.
• When necessary, cancelling and re-issuing invoices or creating credit notes in accordance with Firm policies.
• If applicable, forwarding problematic client collections to Collection Department for follow-up.
• Obtaining additional information relating to special arrangements and/or information required for setup for e-billing matters, and assisting E-billing team to ensure matters are set up promptly.
• Liaising with Billings Team to manage requests sent to team inbox and support team with workload during high production times and absences on team.
• Maintaining accurate and up to date records of all approvals and directions as per the Firms standards and policies via uploading necessary documentation into appropriate databases.
• Reviewing/translating narratives to ensure matter is billed in appropriate language and identifying such changes for review by billing lawyers.

Bilingual Billing Analyst

Legal Assistant

• McCarthy Tétrault is a Canadian law firm offering a full-suite of legal and business solutions to clients in Canada and around the world
• We offer challenging and rewarding career opportunities in our offices in Toronto, Montreal, Quebec City, Calgary and Vancouver
• We are recruiting for a Bilingual Legal Assistant for the Audit Team to join our team in our Quebec City, Montreal , Toronto , Vancouver or Calgary office
• The successful candidate must have a minimum of 3 years of experience as a Legal Assistant and will be responsible for supporting the national audit inquiry team by managing requests and drafting response letters, assisting business law paralegals and ensuring accurate document filing and coordinating tasks among resource groups
• McCarthy Tétrault employees benefit from a hybrid work environment
• The language requirements emphasize English; more than 60% of work in English
• As a Bilingual Legal Assistant, Audit Team, you will be: Supporting the national audit inquiry team by handling audit inquiry requests, including: First response: gathering all relevant information to conduct an audit inquiry and entering it in the national audit inquiry platform; Research and circulation: conducting research on entities under inquiry, reviewing conflict issues, circulating inquiries, and collecting responses; Response letters: drafting response letters for review by supervising legal counsel
• Providing daily support to business law paralegals
• Coordinating and allocating tasks to various resource groups such as document specialists, administrative clerks and billers as needed, ensuring timely completion
• Maintaining and updating professional knowledge and technical skills by identifying and pursuing training opportunities
• Ensuring the quality and accuracy of all work and completing assignments within reasonable timeframes

Bilingual Legal Assistant – Audit

Project Manager

• Assisting Project Managers in managing project activities and tasks (scope, plan, budget, schedule, resource, track costs, report; manage issues, risks and change requests) related to all phases of the project (Initiation, Planning, Requirements and Design, Develop, Test, Execution, Training, Communications and Sustainment).
• Leading, as PM, small to medium sized projects where capacity allows.
• Reviewing financials for all projects; compiling monthly and quarterly financial reports for the project portfolio and identifying / addressing discrepancies.
• Conducting periodic financial reviews of all active projects in the portfolio.
• Monitoring and controling project finances (accruals, forecasts, budgets, invoicing).
• Managing agenda and documentation for the Portfolio executive committee meetings.
• Assisting Project Managers in the planning, scheduling and preparation of minutes for all required project meetings.
• Assisting in the organization of all project documents and artefacts according to MT document management practices and protocol.
• Assisting in developing weekly and monthly project status reports as well as monthly project financial reports.
• Documenting and organizing project deliverables, scope and content, including all decisions.
• Participating in identifying risks, developing risk management plan, developing risk response plans, and risk monitoring and control.
• Assisting in the coordination of collection and validation of business requirements and their success criteria with business partners.

Project Coordinator

• Leading and managing project teams by overseeing planning, execution, resource allocation, risk and change management, stakeholder communication, and documentation to ensure successful project delivery in alignment with McCarthy Tétrault’s project management standards and objectives.
• Building and leading the project team; providing direction as required to meet the project objectives and commitments.
• Creating and executing project work plans and revising as appropriate through MT PMO change control procedures.
• Gathering business and technical requirements for proposed projects and establishing appropriate project design through a full understanding of business requirements.
• Managing changing priorities to complete project delivery within defined constraints.
• Identifying resources needed and assigning individual responsibilities; supporting and utilization of McCarthy Tetrault project resource management processes and tools.
• Managing day-to-day operational aspects of projects and/or programs including scope and deliverables.
• Applying MT project management methodology effectively, utilizing MT project management processes and tools to enforce project standards and meet requirements for MT PMO reporting.
• Developing an appropriate risk management plan on all projects, ensuring timely response and escalation of issues that can lead to unexpected changes in time, quality, scope and budget.
• Applying Change Management principles and tools to enhance successful operationalization of projects.
• Ensuring project documents are complete, current, and stored appropriately.
• Working closely and maintaining strong work relationships with stakeholders and sponsors from all functional areas of business.
• Developing and maintaining key project documentation, including the project plan, periodic reports, schedule, issues, quality and risk documents.
• Providing formalized work direction and leadership to an assigned team that may include external consultants, vendors, firm associates and partners, if applicable.
• Conducting appropriate project meetings, including Project Kickoff, Team and Steering Committee meetings.
• Overseeing key project components including communication plans, change management plans, training plans, testing plans and roll-out plans.
• Ensuring sufficient communication is taking place, at an appropriate level of detail, to keep stakeholders appropriately aware of project statuses.
• May be assisting Business Analysts with identification of business requirements, integration needs, baseline metrics, feasibility studies and cost benefit analyses.
• Providing and maintaining accurate project forecasts for budget, resources and schedules.
• Documenting lessons learned and facilitating their translation into ‘Best Practices’.