Executive Assistant

Jointly reporting to the University Counsel and the Chief Risk Officer, the Executive Assistant supports the broad mandate of both the Office of Legal Services and the Enterprise Risk Management Office and, understands that performance of all duties related to this role must be conducted in a manner that fosters a culture of openness, respect, fairness and inclusion. The Executive Assistant will provide overall office management, financial management and administrative support to the Office of Legal Services (OLS) and the Enterprise Risk Management (ERM) Office.

This includes supporting OLS lawyers by providing professional administrative, drafting and research support with respect to University legal risk management and legal matters. The Executive Assistant deals with legal counsel, senior administration, outside counsel, internal clients, external parties and court / tribunal representatives and, therefore, must personify professional courtesy, maintain current knowledge of the work of the OLS, and observe utmost confidentiality concerning discussions, correspondence and all written materials. Administratively supporting the ERM Office staff in effective development and delivery of the ERM, Insurance, Crisis Management and Legislative Compliance Reporting Programs and related work plans. Also liaising with stakeholders in information/data captures, analysis, reports development and pan-University communication initiatives.

The Executive Assistant’s work assignments are complex in nature, requiring considerable initiative, resourcefulness, judgement, confidentiality, tact and discretion.

**Accountabilities**:

- Specific Duties in support of the Office of Legal Services_

Contract Support
- Prepare, negotiate within established limits and structure, format, arrange for proper execution and distribute template legal documents, such as contracts (non-disclosure agreements, liability waivers, facility use agreements, independent contractor agreements)
- Establish and maintain working relationships with internal and external parties to facilitate negotiations and obtain final executed contracts
- Maintain the legal document database; uploading and curating documents as needed, including executed contracts

Litigation Support
- Draft and file legal documents and forms under the instruction of Legal Counsel
- Research and summarize case law for internal counsel to assist with preparation of litigation materials
- Assist in the production and organization of materials for administrative tribunals including the preparation of document books, exhibits, witness statements and required forms.
- Provide support for document searches and productions
- Manage discovery requests and deadlines
- Assist in the compilation and organization of evidence
- Schedule interviews and hearings
- Prepare retainer agreements for external counsel and investigators
- Co-ordinate electronic data rooms in MacDrive
- Provide tracking of progress, status and deadlines related to all legal matters with accuracy, ensuring legal deadlines are not missed
- Provides updates on legal matters and projects (including preparation of legal claims report)

Legal Office Support
- Independently manages legal filing for all matters in accordance with legal requirements and University policy and retention schedules, with a high degree of accuracy, confidentiality and organization
- Is a primary point of contact for the OLS, providing initial assistance where appropriate; conducting intake interviews; and identifying urgent issues that require immediate attention
- Handles highly confidential, legally privileged materials with discretion
- Transmit legal correspondence to internal clients, witnesses, investigators, external counsel and regulatory/court officials
- Manage and update the OLS website with details/ templates provided by internal counsel
- Specific Duties in support of the Enterprise Risk Management Office_

Office Programs (ERM, Insurance, Crisis Management and Legislative Compliance) Support
- The ERM Office is a newly configured department focused on developing and delivering a refreshed more robust approach to the University’s Enterprise Risk Management Program. This role will be providing support to the development and implementation of the revamped components of each of the programs highlighted.
- Independently manages program processes in accordance University policy, procedures, practices and retention schedules, with a high degree of accuracy, confidentiality and organization
- Is a primary point of contact for the ERM Office, providing initial assistance where appropriate; identifying urgent issues and requests that require immediate attention (I.e. insurance claims, crisis response, risk management concerns)
- Handles materials identified as confidential or privileged materials with discretion
- Prepare, negotiate within established limits and structure, format, arrange for proper execution and distribute documents for ident