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Legal Assistant

September 15 2017
Industries Energy
Categories Commercial - Corporate - Business
Chalk River, ON

INTRO

The Legal Assistant provides comprehensive legal, clerical and administrative support to the Legal and Insurance Department, enabling the department to deliver efficient and effective services in support of CNL's activities. The Legal Assistant will develop and implement processes and procedures that maximize efficiency within the Department, as well as ensure the effective and efficient preparation and organization of a variety of complex and/or confidential material.

DUTIES

Work independently and with minimal supervision to manage the department's client workflow:

  • Act as front line contact in directing internal and external queries. Being central point of intake for certain client work (ie. procurement files), file opening, file information completion and importance assessment, and allocation among available Lawyers, taking into account workload, timing of request and practice area / area of expertise;
  • Review incoming correspondence and electronic mail and take appropriate action to review, sort, log, re-direct and prioritize (including Legal inbox); maintain accurate records and follow-up systems on outstanding issues.  Prepare and draft correspondence, draft Non-Disclosure and other legal agreements as necessary for Lawyer review.
  • Design, maintain and upgrade filing structures for both electronic and hard copy data.  Ensure appropriate distribution of documents and safeguarding of records and sensitive information, including managing shared drives, maintaining the legal library, assembling data binders and files, copying documents, and purging outdated data and records.
  • Prepare legal documents, such as procurement and commercial contracts and amendments, correspondence, memos, legal documents, and presentations, and support legal document preparation by Lawyers through editing and proof-reading.  Design and maintain processes and related forms, procedures, formats and standards for office correspondence and documentation.  Ensure consistency prior to execution or issue.
  • Good Legal contractual knowledge is imperative, and litigation support knowledge an asset.
  • Design and implement workflow improvement processes to improve the Legal client experience, including intake of requests, preparation and provision of execution copies of approved legal agreements, responding to client requests for information or updates, and managing timelines for day to day work of department.​

Provide executive-level administrative assistance to the VP and the department:

  • Co-ordinate the workflow of the VP office; manage VP schedule to deal effectively with conflicting and changing priorities, including arranging appointments. Ensure that all deadlines and priorities are met and the VP is provided with the necessary background information to meet objectives.
  • Arrange departmental and external meetings, and manage meeting requirements such as off-site venues, teleconference and videoconference connections, catering, equipment for presentations, handout materials, secretarial service, etc.
  • Responsible for the coordination of meeting logistics, including the development of agenda items, drafting and issuing the agenda, conference facility/room bookings, audio or video equipment, catering and other items.  Prepare and issues meeting records and other documents as required.  Act as Secretary during department meetings.
  • Input, retrieve, and analyze information using a computerized database, specifically AECL's Contracts Database on Lotus Notes; register all AECL contracts in electronic format; respond to routine internal inquiries and to act as the custodian of the Contracts Database.
  • Design, implement, monitor and maintain the department's intranet site, the divisional restricted areas on the network, and SharePoint.
  • Conduct special assignments and perform other related administrative duties as required, including: ordering department supplies and other material; reviewing and processing invoices for payment; running standard financial reports, investigating transactional details and consolidating data received when necessary; coordinating hiring activities and maintaining accurate records; arranging/co-ordinating domestic and international travel arrangements, such as transportation, accommodations and visas; prepare itineraries and expense claims.

QUALIFICATIONS

  • Relevant University degree with a minimum of 2-4 years related experience; or relevant 3 year College program with a minimum of 4-7 years of related experience; or equivalent in experience, additional education, and/or training.
  • Familiarity with a legal environment, legal documentation, and sources of legal information and data.  Good knowledge of corporate law, including corporate registry procedures, and commercial-contract law an asset.
  • Must have or develop a broad knowledge and understanding of corporate policies and procedures, systems, and organizational structure, including the structure and personnel of Canadian Nuclear Laboratories, so that he/she understands how the company's activities impact on and integrate with systems in other functional areas.
  • Must have the ability to comprehend and relay information concisely and accurately, to develop logical, wellâ€'written briefing materials and recommendations, and to work with minimum supervision in an environment requiring initiative and the ability to work effectively with all levels of personnel.
  • Must be self-motivated, high energy, driven by success.  Excellent organizational skills. Attention to detail and excellence with an emphasis on action and goal achievement, including implementing change for continuous business improvement. 
  • Superior interpersonal skills, efficient and effective communication (written and oral) skills and organization skills are all essential.  Ability to effectively interface with other groups, particularly those at other sites or external to CNL.
  • Must possess excellent business/administrative skills and have demonstrated the ability to quickly learn and utilize new applications that support business operations. Advanced knowledge of Microsoft Office Products (Word, Outlook, PowerPoint, Excel) is required. Fundamental understanding of ORACLE self-serve applications is required.
  • Must have the ability to work, plan and prepare own work schedule; develop, measure and assess goals, manage time, all under demanding and diverse situations and stressful deadlines.  Creativity, innovation, flexibility and adaptability are required to handle the multiple priorities and schedule pressures of the various customers within the department and CNL.
  • Must be exceptionally committed to quality work and professional standards and dedicated to the successful completion of all customer requirements.  Using the collaborative approach, have the ability to function effectively in a work environment that is heavily customer oriented.
  • Must be aware of and embrace the ever-changing work environment and proactively make recommendations to change.  Must be a "change agent" who is willing to help others to accept and understand change, share their skills and proactively learn new skills.  Willingness to change work location and customer work focus.
  • Must have the ability to work well under pressure and to effectively and successfully manage priorities to meet tight deadlines.
  • Good judgment, discretion, initiative, strong drive, positive attitude, consistency, careful attention to detail are essential to solve problems and obtain and analyze data.  Initiative and judgment required in an environment of changing and conflicting priorities.
  • Flexible and willing to work extra hours, as required.

The successful applicant must be able to work independently with minimal instruction and guidance. The Legal Assistant carries out a variety of tasks and projects in a legal environment in accordance with established legal protocols, corporate standards, and CNL procedures.  Superior planning and organization skills are required, as well as the ability to be involved in a range of activities, from routine functions to complex assignments requiring initiative, and prioritize effectively within a dynamic work environment. 

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