Legal/Perosnal Assistant

JOB CATEGORY/TITLE: Support Person / Personal Assistant - Full time

Contract Terms:
• Duration: 18 months.
• Hours: Full-time at 350-550 $CAD, based on experience and probation period
• Bonus: 1 month salary at the 13th month of employment
• Additional Bonuses: Training, Travel allowance and support, Discretionary, performance-based

Job description

IMPORTANT:
•Please upon contact or to apply, please send a resume and a sample Factum or a legal argument you have drafted in the past.

•The first tasks you have to prioritize are:

-to prepare various standard procedures on how you will operate as a support person or VA and prepare and capture general instructions on how VA will organize their work for different tasks passed on various preferences and best practices (e.g., how to name document, information added in a calendar entry)
-organize personal files and documents - financial and legal document as well as email communications, while preparing for documents for a court appearance (ie., personal communications and finances, motion and cost submissions...).

•You will need to get familiar with Ontario family and civil law rules and procedures

Familiarity Required:
• Ontario family and civil law rules and procedures
• Legal software like Clio, LexisNexis, Access to Case Portal, InfoTrack for online filing, etc.

JOB DESCRIPTION

ABOUT EMPLOYER:

• We are in search of a highly proficient and meticulously organized Personal Assistant to deliver extensive support across personal, administrative, and legal areas for a Employer engaged in a dynamic professional environment.
• The Employer, who is a single parent with a non-visible disability and an employee within the federal government, requires a Personal Assistant to offer high-caliber assistance. This involves collaborating closely with both medical and legal teams to navigate the complexities associated with ongoing health challenges.
• The core of this role entails assuming responsibility for the Employer's daily personal tasks, which range across a spectrum of parenting and professional obligations, all while managing health-related constraints.
• Assistance is needed with an array of demanding and time-sensitive tasks, inclusive of family matters, and navigating family, civil, and divorce legal processes.
• The candidate must be adept at stepping into the Employer’s shoes, managing the dual demands of a robust personal and professional life, usually managed independently by the Employer.
• Proficiency in time management and organizational skills is critical. The Personal Assistant should be capable of devising and implementing efficient workflow strategies and adept at utilizing the appropriate software tools to enhance productivity.
• The ideal candidate will not only support the Employer’s diverse needs during periods of health-related absence but will also ensure continuity and efficiency of task completion when the Employer resumes full-time professional duties.

QUALIFICATIONS:

• Prior experience in personal/executive/legal assistance or similar roles
• Advanced and outstanding English writing skills
• Experience dealing with court with legal training is preferred.
• 5 years drafting all types of personal and work-related communications, legal arguments, factums and affidavits is preferred.
• Strong ability to work in a fast-paced environment with tight deadlines.
• Project management skills and strong organizational skills and attention to details.
• Proficient in using productivity tools such as (Apple and Microsoft) OneNote, Excel, calendar apps, and reminder apps.
• Ability to handle sensitive and confidential information and prepare procedure to manage and protect it
• Prior experience in personal/executive/legal assistance or similar roles
• Familiarity with policy and government work, or sustainability and equality initiatives is a plus.
• Proficiency in using productivity tools such as calendar management software, project management platforms, and document collaboration tools.
• Strong problem-solving skills and the ability to exercise sound judgment and discretion when handling sensitive information.
• Adaptability and flexibility to accommodate changing priorities and work independently with minimal supervision.
• Willingness to quickly learn and use AI powered research or legal tools

RESPONSIBILITIES:
Planning and Goal Setting:
• Acquire an in-depth understanding of the Employer's personal and professional needs through a thorough review of their notes, documents, and communications.
• Develop standard instructions, communication plans, and SOPs tailored to the Employer's routines.
• Devise a comprehensive action plan with OneNote or Excel, listing tasks and objectives to be accomplished within set timelines, and obtain Employer approval before implementation.
• Analyze the Employer's notes and reminders to extract insights for additional to-do items.
• Collaborate with the Employer to create a streamlined communication strategy and organizational system leveraging calendar and reminder apps, alongside other project management resources.

Calendar and Schedule Management:
• Oversee and coordinate short-term and long-term calendar entries, scheduling appointments, and events, mindful of different time zones and Employer priorities.
• Arrange all aspects of internal and external meetings, ensuring the provision and pre-distribution of necessary documents and materials.

Other Personal Tasks:
• Maintain vigilance over the Employer's email inbox and personal accounts, managing health and financial matters, and assisting with insurance claims and follow-ups.
• Partner with the social media manager to enhance the Employer’s digital presence through strategic content and follower engagement.

Communication and Correspondence:
• Efficiently handle incoming communications, categorize priorities, and draft responses or correspond on behalf of the Employer as needed.
• Facilitate seamless interaction between the Employer and various stakeholders, maintaining a high standard of communication.
• Prepare and organize documents for team member review, storing them in designated Google Drive locations.
• Refine and finalize instructional drafts for external service providers, ensuring clarity and precision.
• Craft and optimize email correspondences following given guidelines, enhancing brevity and impact.

Travel Arrangements:
• Plan and manage travel arrangements, including flight bookings, accommodations, ground transport, and visa requirements, aligning with the Employer’s preferences and budget constraints.
• Generate comprehensive travel plans and support documentation for hassle-free travel experiences.

Documentation and Record Keeping:
• Ensure meticulous maintenance of the Employer's records and files, upholding strict confidentiality protocols for both digital and physical documents, primarily using Google Drive for ease of access.
• Assist with drafting and meticulous proofreading of various formal documents, ensuring they meet professional standards.
• Coordinate document submissions from Employers and stakeholders, ensuring systematic organization.
• Categorize and archive the Employer's communication by date and subject for efficient retrieval.
• Systematize digital files, including photographs and documents, on iCloud and other storage platforms, categorizing them appropriately for easy navigation.

Writing, Legal Research, and Project Support:
• Offer robust support and coordination for diverse projects, ensuring adherence to deadlines and monitoring ongoing progress.
• Perform diligent legal research and draft legal documents, contributing to court proceedings and legal advocacy.
• Compile and organize pertinent evidence, and manage textual evidence derived from message histories.
• Draft and finalize various legal and official communications, such as human rights complaints and civil court applications.
• Compose medical summaries or essays as required.

Miscellaneous Personal/Administrative Tasks:
• Execute a range of administrative duties, including managing expenses, processing invoices, and overseeing the procurement of supplies.
• Support the Employer’s personal life by managing appointments and other personal engagements.
• Handle the posting and coordination of roommate advertisements and communicate with potential tenants.
• Regularly update and amend Roommate Agreements, applying track changes for transparency.


APPLICATION PROCESS: STEPS YOU NEED TO FOLLOW TO APPLY

• To contact the Employer or to apply, please send a calendar invite to my Gmail address with a zoom link.
• Before the interview, please attach your resume and other documents listed below.
• The first tasks you have are to draft your own detailed instructions and organize personal files and documents - financial and legal document as well as email communications.
• The Employer is a self-represented individual in court on some matters and might need you to while preparing documents the Employer needs to submit to court (i.e., motion and cost submissions...).
You will need to get familiar with Ontario family and civil law and rules and access CanLii to see case laws for more context.
• Please note additional questions or messages might to be answered without booking a meeting as per these steps
• After an initial interview, send a message to confirm your interest and please book a second Calendly invite to do you final Exam/test (paid 50 $CAD upon success) test that included questions on:
o Best remote access software to MacBook’s
o Basic practices to manage social media accounts.
o How to keep private information safe
o About Ontario civil and family proceedings and caselaw
o Exam to draft pleadings or civil claim form
o Finish an email to another third party.


APPLICATION PACKAGE
• CV with 4 references (last two supervisors or Employers-previous and current supervisors, 1 colleague and 1 client, with dates, titles, main roles, email, phone)
• A copy of your criminal background check (optional at times)
• A copy of your tax information and local ID with proof of address, as passport and diplomas.

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