Legal Administration/Document Control, 1 Year Contract
Executive Assistance Inc. - Mississauga, ON

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The candidate must enjoy work in a goal oriented and professional environment with a high degree of accountability and accuracy.

Duties(Administration):

  • General administrative overflow duties for General Counsel and others where needed
  • Answer phones as part of incoming phone answering roster
  • Electronically filing important project documents in HQ required format

Duties(Document Control):

Legal Agreement Management:

  • Preparation for Delivery: Final preparation of various documents from templates together with cover letters to explain their purpose as well as coordination of mailing and return
  • Management of the list of outstanding documents and status
  • Follow up with Reviewing counsel/outstanding items for status
  • Determine delays on return of documents

Internal Document Requests & Coordination with Due Diligence Process:

  • Review requests and collect documents in format necessary for due diligence counsel (to be review by lead counsel before submission)
  • Assistance with the compilation from various parties of the information and documentation necessary for the preparation and completion of Force Majeure claims to the OPA.
  • Completion of review of Legal - Electronic and Hard Copy filing for consistency and management of the filing system and hard copy back up on an ongoing basis.
  • Assistance with the development of a database of internal templates ( For example - NDA’s) for quick response to agreement, correspondence and information request from legal.

Litigation Communications:

  • Preparation of the biweekly update letters for review by counsel , communication and executive
  • Additionally, immediate correspondence and assistance in coordination of necessary meetings or teleconferences between all defendants and counsel for urgent issues.

Qualifications:

  • Experience in engineering or legal document control is strongly preferred.
  • Post secondary education an asset.
  • Advanced computer skills including proficiency in Microsoft Office suite (Word, Outlook, Excel and Powerpoint) and advanced knowledge of computer folder structures (Windows).
  • The ability to work independently, to attain project goals.
  • Physical endurance to withstand the duties of this job, including sitting, walking and standing; keyboarding, handling, feeling or operating standard office equipment.
  • Specific vision abilities including close vision, distance vision and the ability to adjust focus.
  • Advanced written and oral communication skills; the ability to read and interpret data, information and documents; analytical and problem solving skills to solve non-routine and complex office administrative problems; and math and mathematical reasoning acumen.
  • The ability to observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with project managers, staff, contractors, the public and others encountered in the course of work.
  • Basic working understanding of contract language, (commercial terms, legal terms, engineering terms).
  • A strong desire to “do what it takes” to meet all required deadlines.

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