Legal Assistant - Metro Vancouver
Position Status: Full-Time Regular
Department: Legal Services and Indigenous Relations
Employee Group: Exempt
Location: 4730 Kingsway, Burnaby
Our Legal Services and Indigenous Relations Department is seeking a Legal Assistant who will join our team of six Legal Counsel and three Assistants. Together, we provide legal advice and support to all departments within Metro Vancouver.
You are approachable, work well within a team of professionals, and have excellent verbal and written communication skills; understand the critical importance of maintaining confidentiality; are adaptable to changing circumstances or processes; are comfortable and confident in using initiative to suggest innovations, improvements and solutions.
The Legal Assistant reports to the General Manager, Legal Services & Indigenous Relations, and falls within our Corporate Support, Level 2B job family.
- Provides administrative support to the Legal Services team. Collects background material; manages and tracks correspondence and requests for legal services; maintains the law library; brings forward requests; attends to email and telephone inquiries; prepares replies to letters; processes confidential information and material; coordinates meetings and schedules; and prepares material for presentations and reports.
- Manages the legal opinions and precedents databases. Maintains system to monitor and control external legal counsel costs. Manages departmental files and bring forward systems. Initiates, implements and evaluates office procedures and makes revisions as required.
- Assigns work to the Office Assistant and ensures deliverables are produced in an accurate, timely and efficient manner.
- Provides assistance in monitoring and controlling the department’s budget and expenditures and investigates variances. Responsible for the team’s petty cash, purchase card and cell phone coordination.
- Liaises with external counsel to provide instructions regarding the renewal or lapse of Metro Vancouver trademarks or official marks. Registers staff for seminars, schedules meetings and request status updates from external counsel.
- Responds to annual audit requests; conducts BC Online, NUANS and trademark searches.
- Performs other related duties as required.
To be successful, you have:
- 5 years of recent, related experience supplemented by high school graduation and completion of relevant post-secondary courses in Paralegal, Legal Assistant or Office Administration studies; or an equivalent combination of training and experience.
- Considerable knowledge of office administration practices, procedures and standard protocols.
- Demonstrated administrative skills and abilities including preparing and managing confidential correspondence and tracking deliverables. Considerable knowledge related to supporting the provision of legal services including filing systems and maintaining an archive of decisions and precedent.
- Ability to work independently under broad direction, including managing day to day priorities and planning for future needs.
- Ability to use judgment to select and interpret information and handle deviations from standard methods and practices.
- Demonstrated ability to establish and maintain effective working relationships with internal and external contacts as required.
- Strong interpersonal skills and ability to develop and maintain positive working relationships.
- Strong verbal and written communication skills, including the ability to effectively listen, and support the resolution of problems.
- Ability to exercise substantial discretion and deal with highly sensitive and confidential information.
- Demonstrated ability to organize and prioritize tasks to meet multiple time based deliverables requiring a high level of detail and accuracy.
- Ability to apply policies and procedures to routine and unique situations as well as determine cases requiring the involvement of the Senior Legal Counsel.
- Ability to provide guidance and give constructive feedback on work processes or results to less experienced staff.
- Demonstrated ability to research and assist in resolving issues with diverse implications.
- Proficiency using Microsoft office programs, including Word, Excel, Outlook.
Metro Vancouver embraces collaboration and innovation in providing sustainable regional services that contribute to a livable and resilient region and a healthy natural environment for current and future generations.
We are committed to diversity and inclusion and being representative of the region we serve. We invite all qualified candidates to apply including Indigenous People, visible minorities, immigrants, LGBTQ2S+, all genders and persons with disabilities. Please follow this link http://www.metrovancouver.org/about/careers/to our Careers page where you can submit your application by August 3, 2021.