Job Purpose/Summary
To provide high level executive and administrative support to General Counsel, Director of Law and Governance in a consistent, professional and confidential manner. To assist with the coordination and execution of related services and projects as directed to ensure the smooth operation of General Counsel's Office and the Law and Governance Division.
Qualifications
Education
- College 1-3 years in a related field and a minimum of 7+ years of related experience.
Skills and Abilities
- Excellent interpersonal and diplomacy skills.
- Excellent time management skills with the ability to multi-task and adapt to changing priorities and deadlines.
- Must have a high degree of initiative.
- Excellent organizational skills with an attention to detail.
- Familiarity with a range of software and legal applications.
- Microsoft Office Training.
- Valid Class G Driver's Licence with access to reliable transportation.
Other
- A Vulnerable Sector Screening is required for this position.
Key Job Functions/Responsibilities
- Demonstrate exceptional organizational and time-management skills; operate independently with minimal supervision; manage General Counsel/Director of Law and Governance calendar, priorities and scheduling across multiple stakeholders, including organize & schedule meetings, emails, telephone calls, handle incoming correspondence and replies; prepare reports, expense claims, correspondence, agreements and maintain and update files; anticipate Division needs; and proactively manage often competing priorities; review outgoing correspondence for format, procedural accuracy, typographical errors, completeness and ensures correctness of terminology.
- Assist with legal billing, outside counsel management, and budget tracking; maintain legal department and Division records, document repositories, and filing systems; support implementation and administration of legal technologies and workflows; follow and maintain Division procedures and policies.
- Handle highly sensitive legal, regulatory, employment, litigation, and transaction-related information with utmost confidentiality; exercise sound judgment regarding confidentiality and privilege considerations; ensure secure document management and information-sharing practices; maintain discretion in interactions with senior executives, leadership, and external counsel.
- Generate correspondence, reports and memoranda from drafts; compose, generate & sign routine correspondence (i.e. interim replies, covering notes, & acknowledgements).
- Maintain a filing system, records bring forwards and ensure that these files are brought forward at the specific time. Liaises with all Divisions to request files or documentation.
- Serve as a key point of contact for leadership, executives, external counsel, and others, which requires good relationships and clear communication; manage telephone calls and other communications, schedule appointments, arrange meetings, occasionally take minutes at meetings, answers general inquiries and refers other inquiries to appropriate staff.
- Travel arrangements and reporting in accordance with travel policies.
- Maintain budget records, by opening commitments and recording expenditures incurred; ensure invoices are paid promptly, appropriate line of coding is indicated and proper back-up documentation is attached.
- Operate a variety of office equipment including photocopiers, facsimile machines and computers, maintains confidential files, requisitions office supplies, updates manuals.
- Assists in preparing weekly agenda packages and other staff members/managers when needed.
- Compile/summarize a variety of informational or statistical materials & prepare background documents as necessary.
- Coordinate General Counsel and Division activities and annual planning cycles, including tracking key legal matters, deadlines, submissions, and reporting requirements.
- Analyze routine administrative matters and preparing draft reports.
- Assist in the preparation of meeting agendas, organizing supporting materials and taking and distributing meeting minutes for General Counsel, Director of Law and Governance.
- Prepare purchase requisitions, expense and travel claims, motions, briefing notes, etc.
- Channel and facilitate effective internal communication to and from Division staff.
- Support ongoing maintenance of corporate records, minute books, resolutions and governance documentation including coordination of Boards of Directors and committee meetings, preparation and distribution of board materials, agendas, and meeting packages; track governance-related action items and regulatory filing deadlines; liaise with directors, executives, and external advisors on behalf of General Counsel.
- Undertake other such duties as they may be required from time to time to ensure the smooth running of the department.
Pay: From $32.33 per hour
Benefits:
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Vision care
- Wellness program
Application question(s):
- Do you have a valid class G Driver's Licence with access to a reliable vehicle?
- Do you have previous experience in an administrative support capacity in a law practice?
Education:
Experience:
- executive assistant: 7 years (required)
Work Location: In person
