Administrative Assistant

Job Summary

Reporting to the Senior Vice President, Legal Affairs, the Administrative Assistant will play a key role in supporting the daily operations of the Legal Affairs department. The successful candidate will be responsible for managing administrative files, preparing and reviewing documents, tracking important deadlines, and ensuring the overall efficiency and organization of the department.

Key Accountabilities

•    Oversee the day-to-day management of administrative files within the department.
•    Draft, edit, and format a variety of documents, including letters, presentations, and other materials.
•    Conduct basic research to assist in the preparation of legal files.
•    Manage document filing systems and departmental email inboxes.
•    Ensure the regular updating and maintenance of electronic file databases.
•    Provide ongoing administrative support to the Senior Vice President, Legal Affairs.
•    Coordinate and schedule meetings and appointments and manage the lawyer’s calendar and email communications.
•    Follow up with internal and external stakeholders and collect required signatures.
•    Oversee the invoice approval and payment process.
•    Assist paralegals with the renewal of permits and licenses.

Additional Responsibilities
•    Perform other clerical tasks as needed to support the legal team.

Job Requirements

•    Diploma in Administrative Assistant studies (DEP, AEC).
•    Minimum of one (1) year of experience in a similar role.
•    Excellent verbal and written communication skills, with a professional and courteous demeanor.
•    Strong ability to manage follow-ups independently with minimal supervision.
•    Exceptional attention to detail and organizational skills.
•    Proven ability to manage time and priorities effectively under tight deadlines.
•    Comfortable working in a fast-paced and dynamic environment.
•    Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
•    Familiarity with OpenText or similar document management software is an asset.
•    Bilingual in French and English, both written and spoken.