Legal Assistant

POSITION SUMMARY

Reporting to the Senior In-House Counsel, the Legal Assistant is responsible for the efficient coordination and maintenance of the Commercial & Regulatory Affairs Department’s responsibilities and functions and provides executive level legal and administrative support and oversight of Commercial & Regulatory Affairs Departments’ files, activities, and schedule.

MAJOR POSITION ACCOUNTABILITIES

1. Provides legal support services to the Commercial & Regulatory Affairs Department by ensuring that correspondence, appointments, and administrative services are effectively handled, which includes ensuring appropriate and timely filing, response and follow-ups on emails and files and maintaining working knowledge of the various files and initiatives of the department.
   
2. Prepares a variety of documents including initial drafts of standard contracts, legal memos, short form leases, policies, correspondence, and other standard form documents, and presentations, and conducts research and special projects as required.
   
3. 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.
   
4. Maintains a working knowledge of corporate files, including the commercial initiatives, contracts, lease and property, and regulatory files.
   
5. Responsible for the input and maintenance of department correspondence, documents and other file materials into the electronic database (M-Files and department filing system) on a timely basis and the preparation of automated reports as required.
   
6. 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.
   
7. Coordinates the budget development and review process for the department to ensure process timelines are met, and responsible for scheduling regular budget reviews and for ensuring invoices are properly coded for the Finance Department.
   
8. Coordinates the collection of information from department personnel for inclusion in the Commercial & Regulatory Affairs department’s sections of the Board Management report, Major Projects Committee report, and other Board materials as required.
   
9. Assists the Associate Corporate Secretary & Compliance Officer in collecting necessary information from various departments and preparing responses to requests/complaints under the Access to Information, Official Languages, and Privacy Acts.
   
10. Participates in departmental and project meetings for purposes of recording activity, meeting discussions, action items, and outcomes for corporate records.
    
11. Coordinates with departmental staff the transfer and receipt of commercial documents via file transfer software with external legal counsel, consultants, and project proponents.
    
12. Coordinates business meetings, luncheons and other special functions, as required.
    
13. Makes all travel arrangements and prepares expense claim reports on behalf of the Commercial & Regulatory Affairs Department and PRPA Board of Directors.
    
14. Ensures that all confidential files and correspondence (emails, letters, contracts, meetings, etc.) are handled confidentially, professionally, and efficiently.
    
15. Maintains good public relations by ensuring that callers, both in person and on the telephone, receive required information, or are directed to the appropriate person.
    
16. Performs other duties as required.

WORKING CONDITIONS

• Works predominately 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 with the option to participate in flex-time program.

SPECIFICATIONS

Formal Education

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

Related Experience

Minimum five years’ related experience as an executive assistant, legal assistant, or other comparable experience.

Other Requirements

• Self-directed individual
• Strong organizational skills with excellent attention to detail.
• Excellent judgment and tact in dealing with sensitive issues and confidential information.
• Resilient. Embraces and thrives on change.
• Excellent spoken and written communication skills.
• Excellent analytical, problem solving and organizational skills.
• Demonstrated ability to manage multiple projects concurrently and to effectively handle changing priorities.
• Strong leadership skills.
• Good relationship building skills. Able to establish and maintain effective working relationship with the Board and employees at all levels in the organization.
• Demonstrates commitment to PRPA’s Vision, Mission, and values.
• Sound knowledge of computer and proficient in MS Office, especially Outlook, Word, Excel, and PowerPoint.
• Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada
• Able to obtain security clearance under Transport Canada’s Security Clearance Program

Individuals of Indigenous descent are strongly encouraged to apply.

Interested candidates are requested to submit their application in confidence by Wednesday, September 28, 2022, to:

Director, Human Resources
Prince Rupert Port Authority
200 – 215 Cow Bay Road
Prince Rupert, BC, V8J 1A2
Fax:     (250) 627-8980
Email:  careers@rupertport.com

No telephone inquiries please.