Senior Administrative Assistant - 14 month contract

Job summary

Provide administrative and clerical support to lawyers and the Professional Liability Program, including correspondence, calendar coordination, case file management, deadline tracking, and case system updates. Prepare committee materials and process settlement, legal, and expert fee payments while supporting program leadership and providing backup to law clerks.

Job details

WHY THIS ROLE MATTERS: The Professional Liability Program (PLP) administers the malpractice insurance program for all current and former RCDSO members, supporting claims, insurance, and risk management. We are looking for a dynamic self-starter to provide administrative and clerical support for claims and internal PLP matters. This is an opportunity to join a collaborative team where your strong communication skills, organization, attention to detail, and commitment to excellence will make a meaningful impact. This is anticipated to be a 14-month contract. WHAT YOU’LL BE RESPONSIBLE FOR : Provide administrative support by preparing, drafting, and formatting correspondence for the assigned lawyer; communicate with internal and external parties on behalf of the lawyer (i.e. members, experts, external defense counsel, reinsurer and College staff) Oversee calendar management, including monitoring and/or managing the lawyer(s) Outlook calendar. This includes arranging internal and external meetings, responding to changing priorities; and the preparation of supporting material Facilitate case file management, including processing and triaging correspondence in accordance with internal guidelines; review upcoming deadlines and work requirements with the team; manage the flow of work to the lawyer (such as documents for review/signature); generate claim history, calculate appropriate deductibles and prepare the deductible request for lawyer approval Assume responsibility for preparing case materials for the PLP Deductible Committee for waiver/reduction of deductibles Manage case management system updates, including entering important dates (mediation, settlement conferences, pre-trial and trial etc.); reviewing incoming/outgoing materials and determining appropriate bring forward dates; maintaining and updating case contacts information in PLP’s case management system Perform accounting-related tasks, including processing incoming settlements, legal and expert fees payment requests while ensuring requests meet department requirements; contacting external stakeholders for proper documentation when deficient; complete payment and invoice requisitions Support the Executive Director and Supervisor – Administrative Services with other functions as assigned Provide backup support to law clerks as required Other duties as assigned WHAT YOU BRING TO THE ROLE: Completion of a two- to three-year community college program Minimum of three years’ legal administrative experience, preferably in insurance, medical malpractice and/or personal injury law Proficiency with Microsoft Office and Adobe; knowledge of case management systems (particularly MS Dynamics 365) is an asset Excellent written/oral communications with a keen eye for detail, including strong typing skills Ability to execute a high volume of work quickly, autonomously and accurately within a fast-paced environment Proficiency when working under pressure to meet competing deadlines; demonstrated proactivity when executing tasks Demonstrated excellent client service experience Natural curiosity to ask questions, review research, look at data and find evidence Relying on best practices, data, research and/or evidence in making informed decisions Ability to collaborate effectively within a team environment Knowledge of medical/dental terminology is an asset Proficiency in French is an asset This is for an existing posting Professional Liability Program/Navacord DOES NOT utilize artificial intelligence in the screening, assessment, or selection of applicants. Navacord is actively committed to support diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply. We are committed to providing accommodation upon request for applicants and employees with disabilities. If you require accommodation, we will work with you to meet your needs for this position.

What you’ll do

Provide administrative and clerical support to lawyers and the Professional Liability Program, including correspondence, calendar coordination, case file management, deadline tracking, and case system updates. Prepare committee materials and process settlement, legal, and expert fee payments while supporting program leadership and providing backup to law clerks.

Requirements

Requires completion of a two- to three-year community college program and at least three years of legal administrative experience; insurance, medical malpractice, or personal injury experience is preferred. Candidates should be proficient with Microsoft Office and Adobe, communicate effectively, manage high volumes of work accurately under pressure, and collaborate well; MS Dynamics 365, medical or dental terminology, and French are assets.

Listed skills

• Time management · Preferred
• Adobe · Preferred
• Customer service · Preferred
• written communication · Preferred
• Attention to detail · Preferred
• Microsoft Office · Preferred
• Team Collaboration · Preferred
• Payment Processing · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Legal Administrative Support
• Correspondence Drafting
• Calendar Management
• Case File Management
• Deadline Management
• Case Management Systems
• Payment Processing
• Invoice Requisitions
• Microsoft Office
• Adobe
• Written Communication
• Verbal Communication
• Attention To Detail
• Client Service
• Time Management
• Team Collaboration

Job areas

• Administrative
• Legal
• Finance & Accounting
• Customer Service & Support