Legal & Administrative Assistant

Legal & Administrative Assistant

• Set up and maintain physical and electronic filing systems, utilizing knowledge of legal records and procedures and frequently controlling confidential materials and documents
• Research issues, gather and summarize data, statistics or information
• Review and proofread documents and correspondence to ensure compliance with legal procedures, approved templates and grammatical usage
• Schedule appointments, meetings and conferences for the Director, the E&L team and others in MACD, as needed
• Open, distribute, manage and file regular and electronic incoming mail and other material and co-ordinate the flow of information internally between the Director, the E&L team and with other MACD units, IESO business units or organizations, as appropriate
• Determine and establish office procedures and routines
• Manage information in litigation support and enforcement case management information systems, including tickler systems
• May supervise and train other staff in procedures and in the use of current litigation support and enforcement case management software
• Attend meetings, hearings or conferences to take notes, minutes and dictation, and prepare records of meetings, decisions and action items in written minutes or memoranda
• May perform other general office work as required including preparing financial statements, budget data, tracking invoices and reconciling monthly expense accounts
• Coordinate approval of invoices
• Undertake organization of the file and knowledge management systems within the group, maintaining and enhancing them
• Prepare correspondence and legal documents, such as notices and letters
• Undertake simple research and prepare summary of findings, for example, similar procedures in other jurisdictions.

• Provide high level administrative support to the Director, E&L and E&L lawyers and enhance office effectiveness
• Prepare/transcribe, edit, format, and revise correspondence, memoranda, reports, litigation documents, forms, and other documentation
• Proofread documents/correspondence; check for appropriate formatting, spelling, grammar, etc.
• Answer and direct phone calls
• Assist Director, E&L and E&L lawyers in the preparation and coordination of hearings and trials
• Record and monitor court appearance dates, pleadings and filing requirements
• Coordinate or support coordination of service and filing of proceedings with mediators, arbitrators, agencies and courts
• Schedule and coordinate discoveries, expert witnesses or other hearings
• Monitor and follow-up with respect to evidence gathering
• Maintain an in-depth knowledge of legal terminology, administrative market rules, arbitration procedures, court rules and procedures, where applicable
• Manage key dates and update calendar for Director and legal staff, including meetings, appointments, due dates
• Prepare and submit expense reports
• Maintain contact lists
• Perform other duties as required, for example, from time to time, start early or work late.

• Previous experience as a law clerk, paralegal or legal assistant with clerical experience and knowledge of legal office and/or court systems
• A high degree of personal ethics, integrity and responsibility with an ability to deal with privileged and confidential information
• Strong attention to detail
• Ability to perform under pressure, meet deadlines and handle multiple - sometimes conflicting – priorities
• Ability to maintain a grasp of wide-ranging subject matter for filing and organizational purposes, with files numbering in the hundreds
• A team player, adaptable to a changing environment

• An ability to interpret and apply relevant statutes, rules and regulations
• Excellent organization and planning skills to meet strict deadlines
• Sound judgement and an ability to work with minimal supervision
• Excellent written communication skills in order to use appropriate legal terminology in preparing legal documents (i.e. letters of acknowledgement, covering letters and reports)

• Superior word processing, spelling, proofreading and editing skills (including MS Office, at a minimum, Microsoft Word, Excel, Outlook and PowerPoint)
• Strong knowledge of legal terminology, court rules and rules of civil procedure
• Preferred experience with litigation management software or other legal software tools

• A comprehensive total rewards program, including best-in-class benefits and a flexible workplace
• A challenging, fast-paced and collaborative team environment, where your perspectives and experiences matter
• Leaders who support your growth and success through regular feedback and coaching
• The opportunity to work with some of the brightest minds in the industry