Executive Assistant to General Counsel

6 months ago

Saint John, Canada City of Saint John Full time

Position Overview:

The Executive Assistant for the General Counsel office supports all aspects of the department in administrative and paralegal related activities. The office of General Counsel includes legal services to the City of Saint John as well as contracts and compliance, and real estate matters. Working closely with senior members of staff this role requires a high level of organization, written and verbal communications skills and records management experience while maintaining a high level of confidentiality.

The successful candidate will work directly and collaboratively with staff of various City departments. There will also be direct contact with members of the public, other levels of government, law firms and various institutions. The position operates in an environment that encounters unforeseen situations and unfamiliar issues and requires an individual that enjoys a workday with variety, is open to continuous improvement opportunities and shows eagerness to learn.

PARALEGAL: The successful candidate will be engaged in the drafting of documentation associated with real property, planning, by-law enforcement, labour matters and litigation and will perform research at the direction of lawyers. Examining material received in the department for correctness, accuracy and completeness, and assuring that any deficiency in those respects is remedied by the appropriate source is expected. The extent of the supervision and direction to be provided by the lawyers in the department will vary in direct proportion to the complexity and uniqueness of the task at hand.

REAL ESTATE & CONTRACT COMPLIANCE: The office of General Counsel includes responsibility of contract compliance and real estate. The administrative assistant will assist in the management of the administrative components of a real estate transaction up to the point of closing, including the preparation of documentation; and supporting by-law enforcement, litigation and contract management efforts.

Other duties may include: drafting subdivision and development agreements based upon Council resolutions, staff reports and other background information; and processing agreements and attending to the adequacy of insurance documentation, security instruments and any other associated materials.

ADMINISTRATIVE WORK: This role entails providing administrative support to all members of the General Counsel office, which is comprised of the contract management and real estate division as well as the lawyers. Examples of daily responsibilities include clerical responsibilities such as the payroll hours entry for employees of the department, maintenance of the filing system, record, contract and document management, payment of invoices, purchasing of office supplies and the general management of the administrative side of the office. The EA will assist with the budget process, maintaining calendar and scheduling meetings, as well as supporting the customer service function of the office.

Essential Qualifications:

An ability to read critically, think analytically and communicate effectively, both orally and in writing.

A track record of showing initiative in undertaking work, independence in discharging the duties of the position and a maturity to make decisions and to accept the responsibility for them.

A demonstrated ability to work collaboratively with others.

An ability to maintain absolute discretion with respect to confidential information.

A demonstrated proficiency in the use of office software packages (including advanced Word, Power Point, Excel, HTE related applications), and general office equipment.

EDUCATION: The ideal candidate will have a 2-year diploma in Business, Paralegal or related education.

CERTIFICATION: A level of Intermediate in French as determined by the Province of New Brunswick Oral Proficiency Exam is an asset.

EXPERIENCE: Minimum of five years related experience is desired. A combination of education and experience may be considered.

The successful applicant will be eligible to work a compressed work week of 4 days (Monday to Thursday) throughout the trial period of the City’s recently adopted Compressed Work Week Trial. This schedule is subject to change.

Please note: It is a condition of employment with the City of Saint John to show proof of full COVID-19 vaccination or a valid certificate of medical exemption from vaccination. Those who provide a valid certificate of medical exemption are required to comply with the City’s Vaccine and Test Policy. Failure to comply with this condition of employment is cause for termination.

Equal Opportunity Employer:

We are an Equal Opportunity Employer. We are committed to building a workforce that reflects the diversity of the communities in which we live and which we serve. We encourage and support applications from Indigenous, persons with disabilities, and members of visible minority groups. Candidates who belong to such groups, who are qualified, will be given preference at the time of selection.

Applications will be accepted through our online system only. Qualified applicants should submit their cover letters and resumes to:

City of Saint John
Attn: Hiring Committee
(careers/employment opportunities)

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