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Executive Administrative Assistant

Req. #:  14835
Department: Legal Department
Location: Montreal, QC CA
Job Status: Permanent Full-time
Grade:  05
Category: Administrative Support/General Services
Description:

To be successful in this role, the incumbent must provide specific executive administration services and support to the VP, Legal Affairs, together with some varied secretarial and administrative services to a small group of lawyers working in the Commercial/Corporate and Products areas of the Department. Keeping in mind and helping to ensure compliance with regulatory requirements and internal policies at all times, the candidate should be able to take initiative, demonstrate strong organizational skills and a willingness to learn, and work well both independently and as part of a team.

This position is based in downtown Montreal and reports to the VP, Legal Affairs.

KEY RESPONSIBILITIES

Support to the VP, Legal Affairs

  • Provide a professional, efficient and confidential administrative service to the VP, Legal Affairs, e.g. calendar management, handling incoming correspondence, preparing reports, dealing with telephone queries, organizing internal and external meetings, room bookings, travel bookings, processing business expenses, maintaining relevant records and reports.
  • Coordinate, establish and maintain various departmental administrative standards with other assistants and paralegals in the Department, as required.
  • Respond efficiently and effectively to queries and requests for information from internal and external consultants/clients.
  • Be proactive in implementing and maintaining clear electronic and physical filing of administration records and legal documents.
  • Produce and improve reports and presentations as required.
  • Organize special departmental activities or act as a key resource in special projects, as required.
  • Maintain high standards of excellence.

General support to the Corporate/Commercial & Products sectors of the Department

  • Provide assistance in the maintenance of the Company’s central contract register and performing related administrative tasks, including entering and identifying contract data, preparing reports, granting access rights, creating standard views, etc.
  • Help with mark-ups and formatting of contracts, letters and various other documents as required.
  • Maintain the Excel and Access Databases for the listing of Company buildings and sending standard announcements for their acquisition or sale.
  • Provide assistance with the preparation of Board and Committee meetings as required.
  • Review, process, redistribute and/or follow-up of various invoices.
  • Be proactive in providing administrative support to some of the lawyers in the Department, including maintaining clear electronic and physical filing of documents.
  • Perform other related activities, as assigned, in support of departmental and/or corporate objectives.

MINIMUM REQUIREMENTS

  • Technical (college) degree, with a minimum of five (5) years of experience.
  • In-house experience as part of a commercial law team and knowledge of a regulated industry, an asset.
  • Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, Powerpoint).
  • Knowledge of document sharing platforms such as Sharepoint and Eroom, an asset.
  • Keen sense of initiative and organization.
  • Ability to manage risk, evaluate priorities and manage an important volume of work.
  • Rigor and sense of responsibility.
  • Attention to detail and meeting deadlines.
  • Strong team player as well as ability to work autonomously.
  • Bilingual – English and French, both written and oral.

Standard Life Canada is committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process please let us know. 

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Confidentiality of personal information
The personal information gathered on this website is considered strictly confidential and will be used exclusively for recruitment purposes by the Human Resources department at The Standard Life Assurance Company of Canada. Under no circumstances will this information be used for other purposes or forwarded to a third party without the candidate’s authorization.





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