Legal Administrative Assistant

2 months ago

Vancouver, Canada Aquilini Group LP Full time

**POSITION**: Legal Administrative Assistant

**DIVISION**: Aquilini Group

**DEPARTMENT**: Executive Office

**REPORTS TO**: Senior Vice President, Vice President, Legal & General Counsel, and Vice President Real Estate

**COMPANY PROFILE**:
Aquilini Group (“AG”) is a diversified family business founded in Vancouver, BC more than 50 years ago with roots in the real estate development and construction industry. Today the company owns and manages an international real estate portfolio that includes commercial and residential properties, hotels, golf courses, vineyards and blueberry and cranberry farms. In addition to its ongoing pursuits in real estate development and construction, AG has expanded its holdings to include assets in the sports & entertainment, renewable energy, aquaculture, tourist attractions, restaurants, and food & beverage industries.

**SUMMARY**:
The Legal Administrative Assistant provides administrative support to Senior Aquilini Executives

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
(other duties may be assigned, as required)
- Executive support including answering and screening incoming calls, calendar scheduling, and assisting with meeting preparation
- Monitor accountability and timeliness of projects and responsibilities, including internal and external communication with others involved, and maintains an effective follow-up/bring forward system to facilitate the completion of action items in a timely manner
- Monitor long-term projects for due dates and provides support reminders as required
- Maintain an organized filing system (physical & electronic)
- Maintain records of external legal retainers and billings
- Perform corporate secretary functions including minute taking and preparation
- Schedule and coordinate meeting logistics and, if necessary, receives guests, coordinates caterings and provides supporting materials for meetings as requested
- Support the Executive Office with management of ownership requirements relating to their involvement with the organization
- Maintain an effective database of key contacts
- Provide administrative support as required, including the preparation of miscellaneous presentations, as well as correspondence and reports
- Preparing and drafting various correspondence and documents
- Prepare expense reports for Executives

**REQUIRED EXPERIENCE AND QUALIFICATIONS**:

- A minimum of one year of strong administrative experience
- Preference awarded to those with a Legal Administrative Assistant Certificate
- Sound business judgement and the ability to handle sensitive and confidential information
- Previous experience working in a fast-paced, multi-level, project-based environment with emphasis on timelines and delivery
- Professional temperament, including the ability to remain calm and diplomatic under difficult circumstances
- Excellent communication skills, including a welcoming telephone manner
- A polished and professional personal presentation
- Proactive, self-starter with the ability to stay one step ahead
- Ability to deal effectively with individuals at all levels
- Solid team player with a strong customer service focus
- Superior organizational and administrative skills
- Proven time management skills, with an ability to effectively establish and execute priorities in a dynamic and changing environment
- Extensive computer knowledge, including MS Word, Excel, Powerpoint, and Outlook

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