Legal Operations Assistant - Temporary

Being part of Air Canada is to become part of an iconic Canadian symbol, recently ranked the best Airline in North America. Let your career take flight by joining our diverse and vibrant team at the leading edge of passenger aviation.

Reporting to the Director, Legal Operations, the Legal Operations Assistant is responsible for providing support and assistance to the legal department in managing various operational aspects. This role involves coordinating and streamlining legal processes and participating in the implementation of initiatives.

Responsibilities:

• Participate in the monthly financial review of the branch by identifying trends and discrepancies in budget and reporting.
• Elaborate, build and maintain dashboards and KPIs for the branch.
• Help maintain the Law branch SharePoint site.
• In collaboration with the Director, Legal Operations, manage the branch’s office space, including arrival, onboarding and relocation of personnel, continually assessing office space requirements for the Law branch, including staffing projections, office space optimization projects and liaising with CRE.
• In collaboration with the Director, Legal Operations, update headcount budget and provide/update ratios.
• Provide assistance with special projects as required, by facilitating and coordinating knowledge management, branch related training and branch offsites.
• Manage IT service requests for the branch. Responsible for equipment orders, renewals, maintenance and licenses (including laptops, phones, ordering and setting up new phones, account management, billing).
• Review and prepare initial drafts of accomplishment reports. Review and consolidate input from all practice group leads.
• Source data and other information to prepare business case for staffing requirements. Manage onboarding process of new employees for the Law branch.
• Collaborate with management of invoices (other than law firm invoices).
• Provide first draft and collaborate with other administrative assistants in preparing reports and other materials for meetings.
• Maintain efficient flow of documents, including various databanks.
• Keep track and update the Director, Legal operations on branch activities’ schedule. Review, monitor status and assist with follow-up on branch’s operations and initiatives.
• Draft and proofread correspondence, internal memoranda, and other documents.
• Coordinate and liaise with internal and external parties regarding various branch activities and initiatives.
• Proactively follow up with team members to ensure that all deliverables are achieved in real time.

Qualifications

• Minimum of high school degree with a minimum of 3 years of office operations specialist work experience.
• Excellent organizational and administrative skills.
• Excellent communication and interpersonal skills.
• Excellent attention to details.
• Ability to prioritize and multitask.
• Ability to build strong professional working relationships.
• Ability to work without immediate and constant supervision.
• Ability to work under pressure with speed and accuracy and establish priorities in order to meet deadlines.
• Team player.
• Demonstrate a high degree of tact, discretion and good judgment in recognizing scope of authority and in protecting confidential information.
• Desire to take on new initiatives, to learn and adapt to new types of work and to changing requirements.
• A desire and ability to continuously expand and update professional knowledge and hone training skills in order to enhance individual and team innovation and productivity.
• Proficient computer skills using Microsoft Office: Word, Outlook, PowerPoint, and Excel. Power BI, an asset.
• Legal background, an asset.
• Knowledge of the industry is an asset.
• Demonstrate punctuality and dependability to support overall team success in a fast-paced environment.

Conditions of Employment:

Candidates must be eligible to work in the country of interest at the time any offer of employment is made and are responsible for obtaining any required work permits, visas, or other authorizations necessary for employment. Prior to their start date, candidates will also need to provide proof of their eligibility to work in the country of interest.

Linguistic Requirements

Bilingual (English and French)

Diversity and Inclusion

Air Canada is strongly committed to Diversity and Inclusion and aims to create a healthy, accessible and rewarding work environment which highlights employees’ unique contributions to our company’s success.

As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.

Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.