Executive Assistant

3 days ago

St John's, Canada WorkplaceNL Full time

JOB DESCRIPTION

Executive Assistant (Legal)

As WorkplaceNL's Executive Assistant (Legal) you will be accountable for providing specialized legal administrative support to the General Counsel and Corporate Secretary and executive-level support and administrative services of a confidential nature to the Executive Team, making routine administrative decisions on behalf of the executive team.

The incumbent will also provide executive-level support services to the CEO, the Board Chairperson and the Board of Directors in the absence of the Executive Assistant to the CEO and Board of Directors and Executive Department.

Role Responsibilities

  • Provides efficient administration of the Legal Department by screening, logging and distributing incoming calls, mail, inquires, requests for legal assistance and acting upon matters which can be dealt with by the Executive Assistant (Legal) or can beexpedited by referral for further information/action within WorkplaceNL.
  • Prepares the Legal Department budget for review by the General Counsel and Corporate Secretary. The incumbent monitors and analyzes the department's budget, once approved. This position completes and records all purchases made on behalf of the department, ensuring budget restrictions are kept, reviews and verifies the department's monthly administrative cost reports.
  • Receives incoming calls on 1-866 investigation referral line and maintains a computerized tracking system for 1-866 and general investigation referrals. Assigns referrals to investigator, ensuring that reporting deadlines are met and tracks outcomes of investigations and prepares statistical reports.
  • Prepares a preliminary draft of contracts for review by Legal Counsel/General Counsel. This position provides support to the responsible lawyer in drafting contracts and contract extensions and other correspondence on agreements.
  • Provides support in processing and responding to applications for access to information pursuant to the Access to Information and Protection and Privacy Act in a strict timeframe and tracks the outcomes of these information requests.
  • Provides support to the IJA Coordinator in processing, responding to and tracking these requests.

Essential Skills and Qualifications

  • Completion of a two-year Legal Secretarial/Administration Program;
  • Five years related experience working senior level as a legal secretary or assistant in a law firm or corporate legal department;
  • Additional training in business administration, executive-level support or board governance would be an asset;
  • Strong knowledge of information practices and systems are required;
  • Proficiency with Microsoft applications, computer software and document management systems. Knowledge of Amicus Attorney, RapidRedact and Adobe software would be an asset;
  • Thorough knowledge of the overall function of WorkplaceNL and its various departments;
  • Exemplary communication (oral and written), office management and interpersonal skills would be an asset, to support liaising with other areas in the organization as well as the minister's office, various government officials and stakeholders;
  • Demonstrated ability to exercise initiative and judgment along with strong coordination skills; and,
  • Demonstrated ability to perform tasks on legal files as required. The incumbent must be able to understand and respect the principles of confidentiality and work independently.

What does success look like in this role?

  • Works with minimal direct supervision in a high-pressure environment with critical and competing demands.
  • Great attention to detail in achieving rigid timeframes, producing quality reports and correspondence and a demonstrated empathy for clients of WorkplaceNL.
  • Communicates professionally and diplomatically internally and with stakeholders, including executive members, primary stakeholders, sector councils and industry associations. Logs phone calls and ensures required action is carried out expediently.
  • Skilled and experienced working collaboratively in team environments.

We thank all candidates for their interest; however, only those selected for further consideration will be contacted.

For more information, please visit www.workplacenl.ca

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