This position perform some or all of the following duties:
Set up and maintain physical and electronic filing systems for support of the Director and enforcement functions, utilizing knowledge of legal records and procedures and frequently controlling confidential materials and documents
Review and proofread documents and correspondence to ensure compliance with legal procedures, approved templates and grammatical usage
Schedule appointments, meetings and conferences for Director, MACD and Senior Manager, Enforcement and Legal
Open, distribute, manage and file regular and electronic incoming mail and other material and co-ordinate the flow of information internally between the Director of MACD, the Enforcement and Legal unit, and with other MACD units, IESO business units or organizations, as appropriate
Determine and establish office procedures and routines
Manage information in litigation support and enforcement case management information systems
May supervise and train other staff in procedures and in the use of current litigation support and enforcement case management software
Attend meetings, hearings or conferences to take notes, minutes and dictation, and prepare records of meetings, decisions and action items in written minutes or memoranda
May perform other general office work as required including preparing financial statements.
Prepare correspondence and legal documents, such as notices and letters
Provide executive-level administrative support to MACD Director, Senior Manager Enforcement & Legal, lawyer(s) and enhance office effectiveness
Prepare/transcribe, edit, format, and revise correspondence, memoranda, reports, litigation documents, forms, and other documentation
Proofread documents/correspondence; check for appropriate formatting, spelling, grammar, etc.
Answer and direct phone calls
Assist Director of MACD, Senior Manager Enforcement & Legal and MACD lawyers in the preparation and coordination of hearings and trials
Record and monitor court appearance dates, pleadings and filing requirements
Coordinate or support coordination of service and filing of proceedings with mediators, arbitrators, agencies and courts
Schedule and coordinate discoveries, expert witnesses or other hearings
Monitor and follow-up with respect to evidence gathering
Maintain an in-depth knowledge of legal terminology, administrative market rules, arbitration procedures, court rules and procedures, where applicable
Manage key dates and update calendar for Director and legal staff, including meetings, appointments, due dates
Prepare and submit expense reports
Maintain contact lists
Strong knowledge of legal theory and administrative practices to carry out responsibilities and associated activities.
Strong knowledge of technical, business and legal writing to prepare effective reports and correspondence.
Significant exposure to legal operations to develop a good overall understanding of legal, regulatory or enforcement administration.
Considerable exposure to law practices and procedures, including legislation.
Computer experience including exposure to legal software and tools, desktop software applications, computer data conversion, various PC-based query and calculation tools, and computer system interfaces.
Experience in researching the practices and procedures of other regulatory jurisdictions is preferred.
Ability to handle high-volume workflow and ability to prioritize.
Strong ability to use discretion and judgment in a law enforcement environment involving sensitive and confidential subject matter
Relevant experience is typically acquired working in an administrative capacity in support of senior partners within a law firm or executives within a legal department in a regulatory agency.
Excellent written and oral communication skills, in order to prepare reports and communicate effectively with all contacts involved in accomplishing the work objectives.
Requisite knowledge is considered to be normally acquired either through the successful completion of a 2 year diploma, such as a Legal Assistant and/or Law Clerk diploma.
A period of over 8 years up to and including 10 years is usually considered necessary to gain this experience.
All employees please submit your application through SuccessFactors.
Deadline for submitting your application is December 18, 2017 at 11:59 PM EST