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Legal Assistant Executive

Calgary, AB, Canada
March 07, 2019

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Claire Heffernan

*** ********* ***** **, *******, AB T2Y 4E7



An innovative and successful administrative professional with over 7 years of experience as Executive Administrative and Legal Assistant. Specializing in corporate, litigation, family law and immigration processes. Strong verbal and written communication skills with ability to interact with professionals at all levels. Highly knowledgeable in research, drafting legal documents, transcribing dictation, liaising with clients, preparing contract agreements, depositions and affidavits. Proficient in advanced Microsoft Office Suite 2013 (Word, Excel, PowerPoint, and Outlook), Adobe, Elite and Aderant.


•Bachelor of Laws (LL.B), Philippine Law School 2002 – 2004,

Arellano Law University 1999 – 2002, San Beda College of Law 1998 – 1999

Canadian Equivalency (IQAS): Bachelor of Laws or Juris Doctor

•Bachelor of Arts in International Studies Major in International Relations,

Miriam College 1994 – 1998

Canadian Equivalency (IQAS): Bachelor of Arts in International Studies

•Commissioner for Oaths in Alberta


MLT Aikins LLP, Calgary, AB

January 26, 2018 to December 31, 2018

Corporate Law Legal Assistant

•Registration in CORES of Annual Returns and Notice of Changes for corporations

•Prepare and maintain corporate minute books of clients

•Facilitate in the Board Meetings of clients

•Land Title Registration and tax certificate search, verification of caveats

•Contact clients, and courts to ensure daily status updates

•Arrange and organize travel arrangements

•Compose legal documents and letters utilizing MS Word and Outlook.

•Prepare and administer departmental bills and expense reports

•Maintain attorneys' calendars by scheduling conferences

Value Creation Inc., Calgary, AB

October 3, 2011 to December 31, 2017

Executive Assistant to the Chairman and CEO

•Provide executive support to the Chairman and CEO, primarily responsible for the daily and full range of administrative duties in a fast-paced environment

•Ensure appropriate identification and prioritization of urgent issues

•Maintain the calendar, scheduling appointments for, and making travel arrangements for the CEO and other executives

•Setting up meetings in the AGM, Board Meetings and Committees, composing draft agenda and sending out final agenda and supporting documentation ensuring accurate and complete distribution lists and taking minutes as requested

•Communicate with internal and external parties/organization at the local, provincial and national level as required by the Office of the CEO

•Arrange travel itinerary, visa and other incidentals for the Chairman and CEO,

Board of Directors and other executives

•Responsible for logistic arrangements for on-site demonstration of technology

•Regulate the distribution, supply and maintenance of company issued mobile phones

•Manage and control the use of company credit card

•Assist in the recruitment of staff

•Draft Corporate HR Administrative Policies

•Organizing regular and ad hoc meetings, including event coordination, videoconferences, and education and training sessions

October 3, 2011 to December 31, 2017

Legal Assistant

•Handle heavy case load and assisted with all aspects of the litigation cycle including legal research, factual investigation, and medical records, document management and trial preparation

•Draft legal documents including motions, brief inserts, discovery documents, correspondence and legal memoranda

•Administration of Contracts, ensuring the management of all Contracts, Surface and Mineral Leases in GEONEXUS

•Prepare registration in CORES of Annual Returns and Notice of Changes for corporations

•Conduct various Corporate searches; Obtain, review and advise on business names Federal/Alberta (NUANS) reports

•Order AER related documents and information

Murtaza Law Office, Calgary, AB

April 12, 2010 to April 30, 2011

Immigration Family Law Legal Assistant

•Analyze client cases and assist lawyer to review and prepare various immigration applications, including both inland and offshore applications

•Analyze client cases and assist lawyer to review and prepare various proceedings at the Federal Court

•Assist in various immigration and divorce cases

•Assist attorneys in matters involving child custody, divorce and conduct interview with the parties involved in domestic disputes, divorce and child custody

•Draft legal documents and process application for Immigration in Canada

•Update clients on the status of their cases

•Real Estate – process sale, purchase and refinancing; obtain Land Registry documents

•Responsible for the General Accounting of the firm as well as the accounts of clients

Institutional Synergy Inc.

September 8, 2008 to July 10, 2009

HR Associate

•Administer and supervise psychological exams, IQ exams of candidate and evaluate results

•Conduct interview of candidates and create profile reports

•Negotiate with candidates and prospective employers/clients

•Formulate the necessary legal documents such as contracts and proposals for clients

•Organize and participate in Job fairs

Capital Insurance & Surety Company Inc.

Oct. 18, 2004 to March 31, 2005

Legal Administrator

•Establish & maintain an adequate and Orderly filing system

•Arrange and monitor the calendar of cases

•Draft legal documents

•Digest cases and recommend necessary legal actions to be taken

•Update clients on the status of their cases

•Record all incoming and outgoing documents of the Legal Department

Sun Life of Canada

November 12, 2001 to November 17, 2003

Secretary to VP, Compliance & VP, RHQ & Actuary

•Assist in the consolidation of Quarterly Compliance Reports (Complaints, Taxation, Etc.)

•Assist in PR audit of resigned agents, ensuring completeness of PR series

•Arrange multi-party conference calls, meetings, follow-ups and answers/ screens incoming calls

•Arrange meetings and appointments; records

•Establish and maintain an adequate and orderly filing of documents

•Arrange travel/ flights / visa of executives

•Follow up responses on Internal Audit Findings on a monthly basis

•Maintain a file back-up mechanism for Compliance section

•Process check requisition for cash advance and reimbursement

Asian Development Bank

December 13, 2000 to October 30, 2001

Secretary to Senior Counsels, Office of the General Counsel

•Draft and finalize documents (Loan and Project Agreements), reports, memoranda, and other legal documents; take dictations

•Arrange meetings and book appointments of counsels

•Maintain an orderly filing system

•Arrange travel of counsels

•Key point person when counsels are on mission

•Arrange meetings and appointments

•While counsel is on mission, coordinates with the managing counsel for project/ paper that needs urgent action, feedback and comments for reassignment to other counsels

•Prepare slides using Microsoft PowerPoint for presentation of counsels

•Take dictations from counsels


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