Legal Assistant

Position Summary

Reporting to the Vice-President, the Legal Assistant is responsible for providing executive-level legal and administrative support to the Vice-President, the Board of Directors, and the Associate Corporate Secretary& Compliance Officer. The Legal Assistant ensures efficient coordination and maintenance of the Commercial & Regulatory Affairs Department’s responsibilities and functions including oversight of the department’s files, activities, and schedule.

Position Accountabilities

• Provides executive level support to the Vice-President and the Board of Directors by ensuring correspondence, appointments, and administrative services are effectively managed including timely filing, response, and follow-up on emails while maintaining working knowledge of ongoing business files, initiatives, and contacts of the Vice-President, and the Board of Directors.
• Receives and manages incoming correspondence, telephone calls, and emails on behalf of the Vice President, providing timely reminders to ensure efficient and effective responses while assisting the Vice President in maintaining the effective and smooth operations of the Vice President’s activities, schedule, and office administration.
• Ensures all confidential files and correspondence are handled confidentially, professionally, and efficiently.
• Maintains a working administrative knowledge of the various corporate files, including the commercial initiatives, contracts, projects and regulatory files of the Vice President and Associate Corporate Secretary & Compliance Officer, to ensure appropriate response and follow-up, providing administrative advice and reminders to ensure his/her efficient and effective management.
• Manages electronic files and workflow for the Vice-President and Board of Directors in accordance with internal policies and procedures, ensuring documents and correspondence are appropriately filed in the electronic databases (M-Files and Diligent Boards)).
• Prepares a variety of correspondence, legal documents, memos, presentations, meeting agendas, and reports for the Vice-President, the Board of Directors, and the Associate Corporate Secretary & Compliance Officer.
• Performs legal research, generates reports, and completes special projects as required.
• Coordinates business meetings, luncheons and other special functions.
• Responsible for updating the Board Governance Manual, Board and Committee calendars, Directors’ Handbook, and other Board related materials as required, and for drafting Board meeting agendas, resolutions, content for the Management Report, and Board submissions, in addition to developing other Board materials as required.
• Responsible for coordinating travel arrangements, and preparing expense claims, and reports for the Vice-President, the Associate Corporate Secretary & Compliance Officer, and the Board of Directors.
• Provides legal and administrative support to other PRPA departments, as required.
• Proofs all documents, reports, and correspondence for format, content, grammar, spelling, and make edits as necessary.
• Responsible for overall oversight of the Commercial & Regulatory Affairs department, including maintaining department calendar, schedules, and task lists, coordinating task assignments for the department, and diarizing files and calendars of applicable court dates or other work-related deadlines.
• Tracks the CRA department’s work accomplishments and progress towards organizational strategic objectives. Responsible for conducting annual Legal Department Survey and tracking performance of KPIs.
• Coordinates the budget development and review process for the department to ensure process timelines are met. Responsible for scheduling regular budget reviews and for ensuring invoices are properly coded for the Finance Department.
• Participates in departmental and project meetings for purposes of recording activity, meeting discussions, action items, and outcomes for corporate records.
• Performs other duties as required.
  
  

WORKING CONDITIONS

• Works predominantly in an office environment
• Regular, full-time position (37.5 hours per week)
• Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour lunch break
• Able to work remotely at times in accordance with PRPA policies.
  
  

JOB SPECIFICATIONS

Formal Education

• Minimum 2 years post-secondary education – legal assistant designation or university degree considered an asset.
  
  

Related Experience

• Minimum 5 years related experience as an executive assistant, legal assistant, or other comparable experience.
  
  

Other Requirements

• Strong knowledge of computers and proficient in MS Office, especially Outlook, Word, Excel, and PowerPoint.
• Strong spoken and written communication skills.
• Strong organizational skills and attention to detail.
• Sound judgement and tact in dealing with sensitive issues and confidential information.
• Good interpersonal skills with an ability to establish and maintain effective working relationships.
• Demonstrated ability to manage multiple projects concurrently and to effectively handle changing priorities.
• Enthusiastic and self-motivated. Works well individually as well as in a team environment.
• Ability to manage multiple tasks and meet deadlines.
• Resilient. Embraces and thrives on change.
• Able to obtain security clearance under Transport Canada’s Security Clearance Program.
• Possess valid Class 5 Driver’s Licence.
  
  

The starting base salary range for this role is $74,092 - $92,615

Equity, Diversity, Inclusion and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. Our differences are the reason great things happen here. If you are an applicant in need of accommodations or special assistance throughout the interview process, please submit a request by email to [email protected].

Individuals of Indigenous descent are strongly encouraged to apply.