Executive Assistant - Legal

Who We Are

Kinross is a Canadian-based global senior gold mining company with operations and projects in the United States, Brazil, Mauritania, Chile and Canada. Our focus on delivering value is based on our four core values of Putting People First, Outstanding Corporate Citizenship, High Performance Culture, and Rigorous Financial Discipline. Kinross maintains listings on the Toronto Stock Exchange (symbol:K) and the New York Stock Exchange (symbol:KGC). 
 

Mining responsibly is a priority for Kinross, and we foster a culture that makes responsible mining and operational success inseparable. In 2021, Kinross committed to a greenhouse gas reduction action plan as part of its Climate Change strategy, reached approximately 1 million beneficiaries through its community programs, and recycled 80% of the water used at our sites. We also achieved record high levels of local employment, with 99% of total workforce from within host countries, and advanced inclusion and diversity targets, including instituting a Global Inclusion and Diversity Leadership Council. 
Eager to know more about us? Visit Home - Kinross Gold Corporation

Job Description

Provide Executive Support 

• Heavy calendaring for the VP 
• Organize meetings: reserve meeting rooms, telephone conferencing, videoconferencing, arrange catering (meeting room set-up/clean up)
  • Catering and lunch meeting support for the VP and Director-level staff 
• Coordinates soft and hard copy meeting materials, reports and other documents as necessary
• Assists with Quarterly reporting activities
• Provides assistance/support with board and board committee meetings
• Fields calls, takes messages and relays information
• Maintains VP’s contacts list and team’s Outlook distribution list
• Welcomes internal and external visitors, organize pass cards and office space when required in tandem with IT, Reception and office services
• Receives, sorts and distributes incoming mail for the VP and the Legal team. Sends outbound mail and couriers as needed.
• Arranges hard and soft copy signatures
• Performs research when necessary
• Provides assistance through proactive follow up of ongoing matters
• Provides assistance on special projects and initiatives
• Anticipates needs, performs routine and non-routine tasks, and handles high-level and confidential correspondence; ensures accuracy and quality of all work completed
• A variety of other ad-hoc requests

Expense Reporting

• Completes expense reports for the VP and Director-level staff 

Travel & Visa Coordination

• Coordinates travel and visas for the VP and those travelling on the same itinerary
• Assists with planning and coordinating domestic and international travel 
• Process visa applications (drop-off, pick-up, liaise with various agencies and the mailroom) 
• Track and monitor VP’s visas, passport and personal information proactively and advise on expiries

Invoicing

• Process, record and track department invoices

Conferences & Events

• Coordinates events, conferences and external meetings: planning and carrying out all necessary logistics and details including, Letters of Invitation for required visas, groups traveling globally to/from Toronto, booking meeting space, lodging, food & beverage, etc.
• Assists with team socials: booking venues, organizing prizes, etc.

Other Administrative Tasks

• Maintains organizational chart for the team
• Assists with the completion of the Quarterly Acknowledgement and Compliance Forms
• Assists with the completion of the Quarterly Time & Invoice analysis
• Assists with team desk/office assignment, location, desk moves. Includes assisting with the coordination of onboarding/offboarding with HR, IT and Office Services
• Close collaboration with other Executive Assistants to ensure broader team is supported, including vacation coverage
• A variety of other ad-hoc requests
• Completes necessary educational, security and other corporate-mandated training
• Responsible for maintaining electronic/paper filing and organization systems within the department
• Other duties as needed   

Education and Experience

• College or training equivalent to 3 years of study
• Partial completion of formal professional certification or designation in appropriate area of expertise
• More than 5 years of related work experience​​​​​​​

Skills

• Knowledge of basic office functions, i.e., office machines, telephone systems, copier, fax, binding machines
• Proficiency with Microsoft Word, Excel and PowerPoint
• Exceptional oral and written skills (English)
• Proven ability to manage several tasks simultaneously in a deadline-driven environment and excellent organizational skills
• Proven ability to work with a diverse group of individuals
• Strong dictation and typing skills
• Ability to maintain focus on assigned tasks in a fast-paced and dynamic environment
• Professional and detail oriented