Contract: Junior Administrative Assistant / Canada

The client, a large Oil and Gas operator, is currently seeking a Junior Administrative Assistant for a contract role in Calgary, AB.The individual must be local or have their own accommodations.


Job Responsibilities:

• Edit, reformat and create versions of all legal agreements
  • Complete comparisons of documents
  • Manage agreements on confidential projects such as mergers, acquisitions and divestitures
  • Complete due diligence packages for lawyers when doing land deals
  • Use DocuSign to get agreements executed electronically
  • Prepare routing packages for Agreements – obtain approvals, signatures and send to third parties. Follow-up ad track status where necessary.
• Complete Corporate Searches/PPSA Searches
  • Document Management: Opening, closing and maintenance of all files (hard copy and electronic)
  • Locate and search for documents
  • Process and obtain approvals for outside counsel invoices
  • Maintain legal fees spreadsheet to keep a total of all outside counsel legal fee spending
  • Maintain lawyers calendars by accepting/declining meetings
  • Book boardrooms/video conference rooms for lawyers meetings and set up the video conferencing
  • Organize and maintain lawyers e-mails
  • Print and organize pre-reads prior to lawyers’ meetings
  • Visitor Management: Take care of all visitor (internal/external) meetings and arrange cars, hotel, food, visitor passes, offices and board room bookings
  • Manage all lawyers CTREX (expense/credit card) accounts, creating expense reports and ensure expense reports are submitted and approved in a timely matter to ensure no banking fees accrue
  • Maintain CORES/APPRES Government of Alberta account
  • Distribute mail to lawyers as well as send out any mail/couriers that are needed to be sent out
  • Submit cheque requests for payment of invoices
  • Order supplies

Required Qualifications:

• Candidates are required to have a 2-year Legal Assistant SAIT or comparable secondary institution diploma/certification
  • 2-4 years of experience in a similar role

Preferred Qualifications:

• ‘In-house’ legal assistant experience, strongly preferred
  • Experience using a ‘document management system’ (i.e., iManage)
  • Adobe Acrobat Professional experience