Executive Assistant

Socket.dev; San Juan de Terranova; On-site; CAD 60,000 - 80,000; Full time

Job summary

WorkplaceNL seeks an Executive Assistant (Legal) to provide executive-level and legal administrative support to the General Counsel and Corporate Secretary, and to support the Executive Team with confidentiality. The role includes managing Legal Department administration, budgeting, contract prelims, and information requests, while coordinating with the CEO and Board as needed.

Five years of senior-level experience and a two-year Legal Administration Program are required, with strong Microsoft

Qualifications

• Completion of a two-year Legal Administration Program.
• Five years related experience working senior level as an executive or legal assistant in a law firm or corporate legal department.
• Additional training in business administration, executive-level support or board governance would be an asset.
• Strong knowledge of information practices and systems are required.
• Proficiency with Microsoft applications, information technology software and document management systems.
• Exemplary communication (oral and written), organizational, office management and interpersonal skills.
• Demonstrated ability to exercise initiative and judgment along with strong coordination skills.
• Demonstrated ability to perform tasks on legal files as required. The incumbent must be able to understand and respect the principles of confidentiality and work independently.

Responsibilities

• Provides executive-level and legal administrative support to the General Counsel and Corporate Secretary.
• Maintains confidential records and communications for the Executive Team.
• Prepares the Legal Department budget for review and monitors expenses.
• Manages referrals in investigation processes and tracks outcomes.
• Prepares preliminary drafts of contracts for Legal Counsel/General Counsel.
• Supports access to information requests in compliance with applicable laws.
• Coordinates with the IJA Coordinator for processing and tracking requests.

Skills

Executive support

Legal administration

Communication skills

Organizational skills

Interpersonal skills

Confidentiality

Microsoft Office

Information management systems

Coordination

Independence

Education

Two-year Legal Administration Program

Tools

Microsoft Office

Document management systems

File management software

Job description

Executive Assistant (Legal)

As WorkplaceNL’s Executive Assistant (Legal) you will be accountable for providing specialized executive-level and legal administrative support to the General Counsel and Corporate Secretary and executive-level support and administrative services of a confidential nature to the Executive Team, making routine administrative decisions on behalf of the executive team.

The incumbent will also provide executive-level support services to the CEO, the Board Chairperson and the Board of Directors in the absence of the Executive Assistant to the CEO and Board of Directors and Executive Department.

Role Responsibilities

• Provides efficient administration of the Legal Department by screening, logging and distributing incoming calls, mail, inquires, requests for legal assistance and acting upon matters which can be dealt with by the Executive Assistant (Legal) or can be expedited by referral for further information/action within WorkplaceNL.
• Prepares the Legal Department budget for review by the General Counsel and Corporate Secretary. The incumbent monitors and analyzes the department’s budget, once approved. This position completes and records all purchases made on behalf of the department, ensuring budget restrictions are kept, reviews and verifies the department's monthly administrative cost reports.
• Assigns referrals to investigator, ensuring that reporting deadlines are met and tracks outcomes of investigations and prepares statistical reports. Receives incoming calls on investigation referral line and maintains a computerized tracking system for investigation referrals.
• Prepares a preliminary draft of contracts for review by Legal Counsel/General Counsel. Provides support to the responsible lawyer in drafting contracts and contract extensions and other correspondence on agreements.
• Provides support in processing and responding to applications for access to information pursuant to the Access to Information and Protection and Privacy Act, 2015 in a strict timeframe and tracks the outcomes of these information requests.
• Provides support to the IJA Coordinator in processing, responding to and tracking these requests.

Essential Skills and Qualifications

• Completion of a two-year Legal Administration Program;
• Five years related experience working senior level as an executive or legal assistant in a law firm or corporate legal department;
• Additional training in business administration, executive-level support or board governance would be an asset;
• Strong knowledge of information practices and systems are required;
• Proficiency with Microsoft applications, information technology software and systems and document management systems. Knowledge of file management software would be an asset;
• Exemplary communication (oral and written), organizational, office management and interpersonal skills, to support liaising with other areas in the organization as well as the minister’s office, various government officials and stakeholders;
• Demonstrated ability to exercise initiative and judgment along with strong coordination skills; and,
• Demonstrated ability to perform tasks on legal files as required. The incumbent must be able to understand and respect the principles of confidentiality and work independently.

What does success look like in this role?

• Works with minimal direct supervision in a high-pressure environment with critical and competing demands.
• Great attention to detail in achieving rigid timeframes, producing quality reports and correspondence and a demonstrated empathy for clients of WorkplaceNL.
• Communicates professionally and diplomatically internally and with stakeholders, including executive members, primary stakeholders, sector councils and industry associations and ensures required action is carried out expediently.
• Completes skilled and experienced collaborative work in team environments.

We thank all candidates for their interest; however, only those selected for further consideration will be contacted.

For more information, please visitwww.workplacenl.ca

At WorkplaceNL, we focus on improving quality of life for the people of Newfoundland and Labrador through safe workplaces and support for our clients. We provide occupational health and safety education and help prevent workplace injury and illness. We also provide compensation and support to workers, and their employers, during recovery and return to work.