Job Opportunities Legal Administrative Assistant

Position Summary

Key Duties & Responsibilities

• Manage organize and coordinate meeting and appointment schedules.
• Collect assemble and provide information packages files reports correspondence and background materials.
• Provides logistical support - confirm space prepare agendas assemble materials ensure notices and information packages are sent out.
• Makes travel and accommodation arrangements for all staff.
• Responds to requests for information or materials from both internal and external parties.
• Builds and maintains relationships between and across business departments and external organizations law firms and tribunals.
• This position must be sensitive to the needs of all customers and be open and responsive to change.
• Prepare and assemble necessary background material and files attend meetings to take notes and prepare follow-up correspondence.
• Compose legal documents and bylaws.
• Compose correspondence type and proofread highly confidential and sensitive correspondence reports and other materials related to labour and employment relations collective bargaining negotiations health and safety and other human resource related issues.
• Contribute as an effective team member and support onboarding and training for new staff.
• Serve on committees and working groups when required.

Key Qualifications

• Demonstrated experience providing advanced administrative support in a confidential environment.
• Strong knowledge of standardized administrative processes and the ability to apply them to varied situations.
• Working knowledge of legal terminology court procedures and legal documentation.
• Excellent written and verbal communication skills with the ability to draft and proofread sensitive material.
• Proficiency in basic accounting functions and budget record maintenance.
• Strong interpersonal skills with the ability to navigate sensitive or challenging situations professionally.
• High attention to detail with strong organizational and timemanagement capabilities.
• Ability to manage high concentration demands particularly when recording transcribing or editing minutes.

Working/Other Conditions

• Work is primarily completed in an office environment within City facilities.
• Frequent interruptions and shifting priorities require focus and adaptability.
• Recording minute-taking and transcription duties may involve increased visual auditory and concentration demands.
• Collaboration with employees elected officials and external stakeholders is a regular part of the role.