Legal Assistant

3 weeks ago

Fredericton, New Brunswick, Canada Peak Associates Limited Full time

Our client is a leading Commercial Real Estate Developer with over 60 years of experience, seeking an enthusiastic and organized Legal Assistant to join their growing legal department.

The ideal candidate brings previous administrative experience from a legal setting, thrives in a fast-paced environment, and is team-driven with strong technical, communication and organizational skills.

Duties and Responsibilities for this position include (but are not limited to):

  • Drafting, preparing, and proofreading correspondence, accounts, and various transactional documents and forms, as necessary.
  • Dealing with and responding to client inquiries expeditiously and conducting follow up.
  • Opening, maintaining, and putting away files; as well as maintaining Corporate Filing systems using office protocols for knowledge management.
  • Collect data from servers, Geowarehouse, documents, etc. to produce reports.
  • Data entry (insurance lists, investor contact cards and lists, annual transaction lists)
  • Preparing files and documents for weekly meetings & appointments, managing the Legal Department personal and business filing systems.
  • Calendar management and scheduling for Manager, Investor Relations and Law Clerk, as well as Legal Department as a whole.
  • General administrative duties such as scheduling appointments and meetings, photocopying materials, booking meeting rooms; as well as working with other related departments/services internally to provide documents and other material on time.
  • Demonstrating a team approach; supporting and standing in for colleagues to cover absences; ensuring strict adherence to confidentiality; and providing accountability with relation to both internal and external clients to achieve outputs and goals for the department.
  • Electronic filing and maintaining online system.
  • Printing, preparing, and flagging reference and recording material.
  • Coordinating electronic / physical signing packages.
  • Manage IT needs for legal team.
  • Assist with drafting correspondence such as letters, memos, cheque recs, etc.
  • Supplies ordering and office restocking for department.
  • Couriers and mail management.
  • Managing Law teams expenses every month including recording and submittal.
  • Other tasks as required.

Qualifications and Required Skills / Experience:

  • Diploma (Legal Assistant) or Degree in a related field, or an equivalent combination of academic and practical experience.
  • Previous experience working in administration in a legal setting would be preferred.
  • Capable in meeting deadlines, working well under pressure, and taking initiative using sound judgment.
  • Strong interpersonal and communication skills (both verbal and written).
  • Excellent organizational/follow up skills; attention to detail, proofreading, and accuracy are required.
  • Professional client and telephone manner, and a proven track record of working with confidential information.
  • Strong problem-solving and conflict resolution skills, the ability to work with little supervision, and be internally motivated.
  • Demonstrated commitment to privacy and ethical conduct.
  • Flexibility and willingness to exercise initiative and good judgment.
  • Excellent data analytic skills and reporting abilities.
  • Ability to effectively prioritize and organize tasks.
  • Passion for working in a team environment and able to work independently
  • Excellent technical proficiency in Microsoft Office applications.
  • Knowledge of data management systems (i.e. Minute Box)

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