Legal Assistant

4 days ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Legal Assistant represents the Mission and Values of Legal & Immigration Services (LIS). The incumbent is responsible for providing support for administrative tasks, file management, organization, drafting, research support, and a range of administrative tasks that contribute to the smooth and efficient operations of the office by providing support to all LIS Legal Counsel. Reporting jointly to the Senior Legal Administrator, this position assists with the overall efficiency by assisting with the day-to-day operations and co-ordination of administrative operations of LIS.

**Responsibilities**:
Support and Administration
- Supports the Legal Counsel(s) and the Senior Legal Administrator with the coordination and scheduling and management of the Legal Counsel(s) calendar that could include multiple internal and/or external stakeholders
- Identifies urgent issues that require immediate attention and facilitates a resolution, escalating issues that require the Senior Legal Administrator or the Legal Counsel’s attention, where necessary
- Supports the Legal Counsel(s) and the Senior Legal Administrator with electronic filing and file tracking systems, ensuring the accuracy and completeness of files and information
- Proven ability to build strong relationships and work collaboratively with senior administration and with team members from a variety of disciplines
- Must have broad knowledge of the various matters and responsibilities of the Legal Counsel(s) and the Senior Legal Administrator in order to prepare materials required for effective participation in or chairing of meetings
- Proactively offers advice regarding meetings and events that should be initiated by LIS
- Acts as a point of contact between the Legal Counsel and senior leaders within the University to ensure the effective flow of information and follow up
- Serving as a legal resource for informed legal decision-making and creative problem-solving to facilitate the University's pursuit of its mission of teaching, research, and service
- Providing excellent and timely legal support to university faculty and staff to ensure excellence in fulfilling the University’s legal and ethical obligations
- Collaborates with and provides support to internal LIS colleagues who work inter-dependently
- Facilitating all aspects of legal matters at the University as necessary or appropriate
- Serving as a point of contact for interactions with external counsel, who may be retained by the General Counsel to support LIS from time to time, as circumstances warrant

Strategic Legal Support and Leadership
- Prepares various legal documents, forms and materials for Legal Counsel review and approval (e.g. film releases, non-disclosure agreements, placement and affiliation agreements), and copies, collates and prepares materials for signature/distribution to internal/external stakeholders
- Prepare charts, chronologies, and summaries of documentary evidence for use by Legal Counsel
- Provide background research on special projects, as assigned by Legal Counsel
- Maintain awareness of current events, laws, and issues that affect the University
- Assist with preparation of, filing of, and receipt of litigation documents and materials in the context of external administrative tribunal and court proceedings, when directed by Legal Counsel
- Drafts responses or responds directly where appropriate, and reviews and proofreads Department documents and correspondence
- Performs research and legal searches using CanLii and Carswell, etc. (i.e. researching case law)
- Provides administrative support with in-depth knowledge and management of a high volume of legal files and various matters and the overall day-to-day operations of LIS
- Drafting and preparation of internal and external correspondence, various confidential legal documents, and forms to assist in the progression of legal procedures, as required
- With the assistance of electronic data management systems, manages legal filing for files handled by Legal Counsel, in accordance with LIS processes, legal requirements, and University Policy, ensuring effective management of confidential and sensitive information
- Tracks the progress, status, and deadlines related to legal matters, ensuring deadlines are not missed and bringing forward items for action, when necessary
- Monitors LIS processes and provides proactive recommendations to support the ongoing refinement of LIS procedures to ensure quality of service
- Liaises with external counsel, government agencies, courts, and tribunals for various matters
- Serves as a point of contact for visitors, staff, faculty members, or students contacting the office regarding sensitive or highly confidential matters, answering or re-directing inquiries, as appropriate
- Supports the team in preparing for guests
- Maintains a strong knowledge base of university policies, resources and services, developing and fostering strong and constructive working relationships wi

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