Job DescriptionPosition: Legal Operations SpecialistPrimary Location: Toronto, ON (hybrid with one day in the office)
Reports To: Associate General Counsel
Compensation: $80,000 - $85,000 CDN
Salary ranges are determined by role, level, and location. The range reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by work location and additional factors, including job related skills, experience, and relevant education or training. More specific salary range for your preferred location can be discussed during the hiring process. Please note that the compensation details listed reflect the base salary only, and do not include bonus, benefits, pension contributions or additional incentives
Reporting to the Associate General Counsel and Corporate Secretary, the Legal OperationsSpecialist provides comprehensive administrative andlegal support to the Legal Department by coordinating corporate governance activities including assisting with the preparation of Board and Committee meeting materials and minutes, maintaining legal and compliance records, , managing legal documentation and associated document repository systems, and ensuring the efficient operation of department activities.
About This Role and About YouQualifications- Postsecondary diploma or certificate in Legal Administration, Law Clerk Studies, Business Administration, or related field.
- Paralegal or corporate governance certifications are considered an asset.
- At least 3 years of experience supporting legal professionals, preferably in a corporate legal department or comparable legal environment.
- Experience within a publicly traded company is preferred.
- Familiarity with corporate governance, regulatory compliance, and contract administration processes.
- Strong understanding of legal terminology and documentation.
- Knowledge of corporate governance practices and board administration.
- Exceptional organizational and document management skills.
- High attention to detail and accuracy.
- Strong written and oral communication skills.
- Ability to handle confidential and sensitive information with discretion.
- Proficiency in Microsoft Office Suite, SharePoint, Diligent, SAP, document management systems, and electronic signature platforms.
- A proactive, ownership-oriented mindset, with the initiative to identify gaps, build and improve processes, leverage technology and AI-enabled tools, and develop the role in response to the evolving needs of the Legal Department.
- Sound judgment, professionalism, and the ability to anticipate needs, identify issues, and follow through with limited supervision
- Flexibility and adaptability to respond to changing priorities, develop knowledge in new areas, and work independently while recognizing when consultation or escalation is appropriate.
ResponsibilitiesCorporate Governance Coordinate the maintenance of corporate records, minute books, legal entity documentation, and governance records.
- Assist the Corporate Secretary in maintaining the annual Board and Committee calendar and work plans, track recurring governance matters and deliverables, and coordinate timely follow-up on meeting action items.
- Assist the Corporate Secretary to coordinate the preparation, distribution, and management of Board and Committee meeting agendas and materials, including administration of the Diligent platform.
- Attend Board and Committee meetings, take minutes, and prepare meeting minutes for review and circulation.
- Coordinate director and officer documentation, corporate resolutions, approvals, and signature processes.
- Support annual corporate filings and other governance-related regulatory requirements.
- Coordinate quarterly Trustee compensation payments and approvals.
Regulatory Compliance Support- Support legal department initiatives related to regulatory compliance, corporate policies, and governance requirements.
- Assist and coordinate regulatory filings, registrations, disclosures, and reporting obligations
- Support the Legal Department with the preparation, coordination, and filing of routine public-company disclosure and securities-law documents and maintain related records and filing confirmations.
- Maintain compliance records and supporting documentation.
- Track regulatory deadlines and coordinate follow-up activities with internal stakeholders to ensure timely submissions.
Litigation and Legal Matter Support- Assist with document collection, organization, and retention related to legal matters, including the preparation and management of litigation holds.
- Coordinate responses to document and information requests from internal stakeholders and external counsel.
- Maintain legal matter files and expense tracking.
- Schedule meetings and coordinate communications with internal stakeholders and external legal advisors.
Department Administration & Operational Support- Assist in preparing standard correspondence and legal documentation.
- Prepare presentations, reports, meeting materials, and legal department communications.
- Process Legal Department invoices, coordinate required approvals, maintain matter and vendor coding, and support the tracking and reporting of legal budgets and expenditures in SAP.
- Provide administrative support for departmental initiatives, reporting requirements, and special projects.
- Maintain external counsel and legal vendor records, assist with engagement documentation and billing guidelines, and coordinate periodic matter and spend reporting.
- Contribute to the efficient operation of the Legal Department through proactive organization and coordination of activities.
- Assist in the development and maintenance of contract databases and document management systems.
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