Executive Assistant, General Counsel

6 months ago

Toronto, Canada George Brown College Full time

**CLOSING**:Open until filled.

***

**Land**_ _**Acknowledgement**
- George Brown College is located on the traditional territory of the Mississaugas of the Credit First Nation and other Indigenous peoples who have lived here over time. We are grateful to share this land as treaty people who learn, work, and live in the community with each other._

**Equity Statement**_ _**

**GBC Vision**
- To be _a college renowned for its inclusion, excellence, relevance, impact, and leadership._ _

**Position Description**:
Reporting to the General Legal Counsel, the Executive Assistant, General Counsel coordinates and manages the day-to-day administrative and operational support for the Office of the General Legal Counsel. The incumbent provides Human Resources support and manages the financial administration of the office.

**Key responsibilities**:

- Coordinates and manages the day-to-day support for legal services as directed by the General Legal Counsel.
- Organizes workload and deadlines and manages the calendar for the General Legal Counsel.
- Receives, assesses, and responds to incoming requests for legal advice and support, and directs new files appropriately.
- Designs, implements, and oversees the legal file management system.
- Establishes and maintains legal database architecture, for example, working files (paper and electronic), precedent folders, claims chart, Access to Information requests, templates for legal agreements, etc.
- Manages and coordinates legal filings and corporate searches.
- Conducts basic legal research; analyses, synthesizes, organizes, and presents research findings to the General Legal Counsel for review.
- Process access to information requests in accordance with FIPPA and maintain and submit the relevant reports.
- Draft correspondence on behalf of the General Legal Counsel for their review.
- Establishes and delivers a high service standard to meet expectations of internal and external users of the facilities.
- Manages the financial administration of the office in consultation with the General Legal Counsel.
- Processes invoices and monitors funds in the General Legal Counsel cost centre.
- Manages quarterly forecasting process; drafts letters, liaises with administrative staff external to the College to obtain responses, and presents responses to the General Legal Counsel.
- Works closely with the General Legal Counsel in conducting formal reviews of all accounts, projects, and plans for subsequent budgets and keeps the General Legal Counsel apprised of any adjustments and reallocations.
- Coordinate and provide support to other senior staff and/or law students in the office.
- Manages the hiring, onboarding, and training of current and new staff.
- Facilitates the coordination of meetings, visits and special events initiated or involving the General Legal Counsel.
- Determines, arranges, and secures logistic and resource requirements. Provides onsite management and support as appropriate to ensure the efficient conduct of these activities.
- Submit expenses and orders office supplies on behalf of General Legal Counsel.
- Provide remote support to General Legal Counsel and other senior staff as requested.
- Works collaboratively with other Executive Assistants across the College and liaises with support staff at external law firms, courts, tribunals, external agencies, etc.
- Other duties as assigned.

**Educational and Experience Requirements**:

- Three-year Diploma or Degree from a recognized post-secondary institution, Business Administration, Office Administration, Legal Assistant training, or related field.
- A Paralegal Certificate is an asset.
- Minimum five (5) years’ experience in an in a legal office setting. Experience in the public and/or education sector would be an asset.
- Project and event management/coordination and budget management experience is an asset.

**Skills and Attributes**:

- Cultural intelligence regarding working in the public sector.
- Knowledge of academic and administrative processes and procedures including the ability to handle sensitive and confidential issues and materials appropriately.
- Ability to relate well to internal clients (e.g., students, faculty, and staff); and to prioritize and ensure completion of work in a fast-paced environment.
- Knowledge of the College policies, operations, and organizational structure is highly desirable.
- Microsoft Office computer skills with expertise in Teams, Word, Excel and Power Point and the initiative to use emerging technologies.
- Excellent problem-solving skills, analytical, and conflict resolution are required.
- Knowledge of Freedom of Information and Privacy (FIPPA) and Personal Health Information Protection Act (PHIPA), and Intellectual Property and Trademark management is an asset.
- Highly developed organizational skills and proven ability to prioritize competing deadlines.
- Excellent customer service, interpersonal, communication (oral and written) skills with the ability to deve

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