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Administrative Assistant: Legal Services

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    Posted: 05/14/19
    Job Type: Full Time
    Location: Ottawa

    Under the direction of and reporting to the Senior Legal Counsel, Corporate and Legal Affairs, the incumbent will primarily provide administrative support work for the Legal Affairs section of the Royal Canadian Mint (RCM).

    Essential Duties & Responsibilities

    • Manage the calendar of the Senior Legal Counsel.
    • Organize and schedule meetings and conference calls for the Senior Legal Counsel and the Legal Counsels.
    • Organize and book conferences for the Senior Legal Counsel and Legal Counsels.
    • Assist in the handling, processing, management and safekeeping of highly confidential information.
    • Responsible for general office administration including but not limited to:
      • Maintain and organize work area;
      • Liaise with internal and external clients to schedule meetings and appointments;
      • Prepare meeting rooms and receive visitors;
      • Order office supplies;
      • Handle correspondence and general inquiries.
    • Maintain an efficient "Bring Forward" system to ensure proper follow up and follow through.
    • Maintain and keep current legal tools, books and binders.
    • Process incoming invoices for services provided by external legal counsel.
    • Monitor the Legal Services' budgets to ensure accuracy of payments.
    • Assist in the preparation of budgets for the Legal Services' cost centers.
    • Make travel arrangements and process expense claims for members of Legal Services.
    • Provide support with the preparation of various documents in both official languages such as preparing drafts, proofreading and formatting.
    • Conduct general and legal research using media, internet, or other as requested.
    • Enter data in our HRIS system (VIP).
    • Maintain a concise inventory of the most recent templates for all types of correspondence, reports, opinions, contracts, etc.
    • Monitor, prepare, maintain a log and coordinate signatures for non-disclosure agreements entered into by the RCM.
    • Liaise with the office of the Vice-President, Corporate & Legal Affairs.
    • Provide support to the office of the Vice-President, Corporate & Legal Affairs, on an ad hoc basis.
    • May be asked to take on more duties.

    Key Competencies & Skills

    • College degree in administration or equivalent.
    • Minimum of five (5) years' experience as administrative assistant; experience in a legal services unit is an asset.
    • Bilingual (French & English) and excellent communication skills.
    • Advanced level with MS Word, MS Excel, MS PowerPoint, and Adobe.
    • Experience with Dynamics (DAX) or equivalent ERP reporting tool.
    • Data entry experience with a HRIS system.
    • Ability to maintain a high level of confidentiality, discretion, and good judgement.
    • Possess a strong sense of initiative.
    • Possess strong organizational and time management skills.
    • Ability to work under pressure, address multiple requests, and manage competing priorities.
    • Very good interpersonal skills, customer service orientated and able to maintain good working relationships.
    • Teamwork focused and able to adapt to various management styles.
    • Above average typing skills: speed, accuracy, creativity, initiative and judgment in editing.
    • Strong telephone etiquette.
    • Attention to detail.
    • Comfortable with routine and repetitive tasks.

    May be asked to work irregular hours and overtime.

    Security clearance: obtaining and maintaining a "Secret" security clearance is required.

    If you meet the qualifications, and if the above describes your abilities and interests, please forward your resume in confidence to careers@mint.ca.

    We thank all candidates who apply, however, only those selected for further consideration will be contacted. If selected for an interview or testing, please advise Human Resources if you require accommodation.

    The Royal Canadian Mint promotes equity in employment: As an equal opportunity employer, we welcome applications from women, indigenous peoples, persons with disabilities and members of visible minorities.

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