Administrator, Corporate and Legal Services

4 days ago

Halifax, Canada Northumberland Ferries Limited Full time

Northumberland Ferries Limited and Bay Ferries Limited, regional leaders in the passenger transportation industry, are seeking an experienced Administrator, Corporate and Legal Services (the “Administrator”), to join our team. This is a year-round, full-time, excluded position primarily located in Halifax, NS with occasional travel required, most frequently to our office in Charlottetown, Prince Edward Island.

Reporting to the Chief Executive Officer and Chief Operating Officer, the Administrator is responsible for execution of various corporate and legal services within the group of companies, including assisting the company in meeting ongoing legal and regulatory requirements, management and/or maintaining oversight of select areas of responsibility in the companies and generally assisting business activities. The Administrator supports senior management by providing senior level administration support and otherwise plays a key role in the day to day operation of this group of companies.

The Administrator will:

- Maintain day to day management of key documents within the business of the companies and the appropriate storage and management of such documents including monitoring of key dates and other administrative matters;
- Support the Chairman and Chief Executive Officer and other Senior Managers by providing senior level administration support and acting as liaison/point person with other corporate departments, vessels, terminals, etc.
- Assist in the preparation of formal and/or legal documents and proposals, reports, correspondence and other documentation arising in the day to day business of the companies;
- Develop and maintain systems to manage documents and deadlines and, as required, maintain accurate electronic and paper files with the use of a document management system;
- Communicate as required with parties external to the company on a wide range of matters;
- Manage the routine legal requirements within the group of companies, including corporate and other filings, coordination, attendance and record keeping at all Board and management meetings.
- In conjunction with the Designated Person Ashore/Company Safety Officer (DPA/CSO), administer the corporate group's cloud-based International Safety Management system (ISM) document management system (IGLOO).
- In conjunction with the Human Resources Department, oversee the preparation, execution, and confidential filing of employment contracts for management team members and other non-unionized employees.
- Be responsible for day-to-day management of the corporate group's insurance program.
- Support all administrative aspects of the corporate group and its facilities including monitoring and improving daily operational functions, streamlining management systems, improving business efficiency; database management; participating in the development and implementation of policies and procedures.

**Des**ir**e**d** **Q**ua**l**i**c**a**t**i**on**s**:

- Significant experience as a paralegal and/or legal assistant or in another role encompassing a diverse range of duties of the nature described;
- Attention to detail and strong analytical skills and decision making abilities;
- 5+ years’ experience in a medium to large sized organization.
- Ambition to learn new areas of expertise and grow professionally.
- Demonstrated ability to work well within a diverse organization, to gain the trust of colleagues and external stakeholders.
- Demonstrated ability to analyze and resolve problems efficiently and resourcefully.
- Calmness in responding to a wide-range of demands which vary greatly from day to day, and sometimes change rapidly.
- Demonstrated organizational, administrative, facilitation and leadership skills.
- High level of discretion and confidentiality.
- Excellent knowledge of Microsoft Office products/editing tools (creating pdf forms, Excel, Word, Outlook).

Due to the confidentiality, security obligations, and travel requirements of this position, a Criminal Record Check, a driver’s license, and a dependable means of transportation are conditions of employment.

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