Executive Assistant, Legal Services - Montréal, Canada - CBC/Radio-Canada

CBC/Radio-Canada

Verified Company

Montréal, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Title:
Executive Assistant, Legal Services - Hybrid

Status of Employment:
Permanent

Position Language Requirement:
English, French

Language Skills:
English (Reading - A - Beginner), English (Speaking - A - Beginner), English (Writing - A - Beginner), French (Reading - E - Exempt), French (Speaking - E - Exempt), French (Writing - E - Exempt)

Work at CBC/Radio-Canada

At CBC/Radio-Canada, we create content that informs, entertains and connects Canadians on multiple platforms. Our successes and accomplishments are driven by embodying and upholding values, which include creativity, integrity, inclusiveness and relevance.

Do you think you have the ability and drive to keep up with this exciting, ever-changing industry? Whether it be in front of the camera, on air, online or behind the scenes, you would be joining a team that thrives on making connections and telling stories that are important to Canadians.

Unposting Date:
:59 PM

As an executive assistant, your main function will be to proactively assist executive directors and certain legal services managers in the coordination, organization and monitoring of their files and to ensure the smooth running of the office.

More specifically, the executive assistant:

Plans, organizes and coordinates various meetings internally or with clients (internal and external), finds and reserves the required premises and facilities, prepares the agenda, documents and visual presentations.

Ensures adequate follow-up of actions to be taken.

Coordinates, organizes and plans the updating of legal services databases. Analyzes legal opinions, determines appropriate description, identifies keywords to ensure opinions are searchable.

Coordinates and organizes all mandates entrusted to external law firms, monitors the evaluation of their performance and certifies their invoicing.

Manages procurement requests, analyzes them and assigns them to a lawyer who will be responsible for them, follows up on them and maintains a database of requests.

In addition, the executive assistant:

Establishes priorities and ensures that adequate resources and facilities are available.
Coordinates daily activities including calendar management and correspondence;
Ensures the monitoring of communications between the office of the Executive Directors and the members of the team, other CBC/Radio-Canada services as well as external services with which the Corporation does business (external firms, experts, third parties parts, etc.);
Plans, organizes and coordinates various internal meetings (team and legal services meetings, meetings with staff, etc.) or with clients (internal and external), finds and reserves the required premises and facilities, prepares and sends invitations, prepares the agenda, documents and visual presentations. Ensures adequate monitoring of actions to be taken;
Prepares and coordinates travel itineraries and reservations and prepares expense accounts;
Prepares various reports and documents with varied, detailed and complex layouts based on notes or verbal instructions.
Manages the schedule of absences and replacements for assistants.
Creates drafts of specialized correspondence whose content may relate to matters of a sensitive or confidential nature.
Drafts contractual documents based on standard contracts (amendments, nondisclosure agreements, goods and services contracts, etc.) according to the directives received.
Develops the welcome agenda for new employees and follows up on needs and meetings;
Manages procurement requests received from internal components; analyzes them and assigns them to a department lawyer. Classifies and organizes the various supply requests and ensures their followup and maintains a database of requests.
Analyzes internal and external legal opinions, determines the appropriate description, identifies relevant keywords to ensure the opinions are searchable and classifies the information into the correct categories.
Coordinates, organizes and plans the updating of legal services databases (case law, legal opinions and precedents). Ensures there is followup when updates or additions need to be made.
Organizes and preserves all documents necessary for resource management.

Qualifications:

High school diploma plus training in general secretarial work, office automation or legal secretarial work.
At least 5 years as an administrative, legal assistant or legal secretary with expertise working with a senior management manager.
At least five (5) years of experience performing similar tasks at CBC/Radio-Canada or elsewhere.
Will be considered an asset: knowledge of the rules applicable to the preparation of legal documents, legal terms, vocabulary and abbreviations used in law as well as developing a certain degree of expertise relating to the rules of litigation and contracts.
Will be considered an asset: knowledge of the organizational structure and objectives of CBC/Radio-Canada.
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