Reporting to the Director, Legal Services, this position works with a team of lawyers, who primarily do solicitor/corporate work, and other legal administrative staff
The position requires the candidate to:
Have the ability to handle simultaneous jobs quickly, accurately and efficiently;
Have high attention to detail;
Exercise discretion and sound judgment in communication with the FortisBC group of companies’ business owners;
Abide by the guidelines set by the department for document preparation and dissemination;
Maintain all matters in a strictly confidential manner;
Show initiative and strives for constant improvement;
Be a quick learner who can work independently with minimal instruction and supervision; and
Have a positive attitude and ability to resolve conflicts in a professional manner.
The primary responsibilities are:
Performing administrative duties such as:
o entering lawyer’s time;
o booking and organizing meetings;
o opening files and filing;
o maintaining filing and bring forward system; and
o making business travel and related arrangements.
Coding and ensuring timely payment of department invoices and expenses;
Accruing for work in progress and unpaid invoices;
Maintaining the legal library collection and updates;
Preparing and formatting documents such as contracts, procurement packages and correspondence;
Performing company and land searches and limited legal research; and
Responding to general business owner needs in the FortisBC group of companies.
Education and Experience:
Completion of an Administrative Assistant Certificate from a recognized post-secondary institution with 2-5 years’ experience as an administrative assistant or secretary in a law firm or company, or an equivalent combination of education, training and experience.
Knowledge of company organization, structure, business processes, etc.
Demonstrated ability to communicate effectively both verbally and in writing
Strong software application skills including MS Office Word, Excel, and PowerPoint
Strong organizational and interpersonal skills with a proven record as a team player
Well organized and willing to take initiative
Demonstrated ability to exercise judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature
Demonstrated ability to interact with all levels of internal and external contacts in a professional, clear and courteous manner in order to represent the interests of others
Demonstrated ability to prioritize tasks and complete assignments in a manner that optimizes departmental effectiveness
Demonstrated ability to multitask and be flexible in order to meet operational demands
Demonstrated ability to work within demanding work schedules including tight timeframes