What you'll do
The specialized legal assistant role will undertake a variety of administrative tasks and clerical responsibilities in the areas of real estate, corporate securities, corporate governance and ESG.
You will work under the supervision of the General Counsel and Corporate Secretary and will provide support to a legal team of eight professionals.
Providing administrative support to four or more lawyers (including managing calendars).
Reviewing, verifying, and routine correspondence, drafting letters and documents, preparing redline documents, inputting amendments to documents, organizing client meetings, preparing expense and benefit claims reports.
Co-ordinate time, trips, meetings, and material to ensure that the team operates efficiently and effectively.
Gather information / research assignments as they are assigned.
Assisting in the preparation of real estate and corporate documentation.
Supporting the Corporate Secretary in the following ways :
- coordinating trustee calendars;
- preparing meeting agendas;
- preparing run-of play including coordinating meals for Committee and Board meetings;
- preparing, editing, reviewing, and coordinating materials / presentations for the Board and its Committees;
- being accountable for managing multiple Board books in Diligent as well as providing support for Diligent Messenger;
assisting with organizing trustee education sessions and outings; and
assisting in the coordination of the annual general meeting.
Filing of public company documents (SEDAR, SEDI, TSX).
overseeing the department’s legal document management system (including opening files / matters on an ongoing basis);
Assisting in transaction closings including coordination of documentation, execution of documentation, filings etc.
Managing property database (including lease database) and precedent system.
Managing legal invoicing and tracking.
Preparing and attending to execution of documents.
Facilitating the meeting of deadlines by keeping multiple agendas and provide timely reminders.
Interacting with external counsel (quarterly WIP, invoicing, execution of documentation, minute book matters, etc.).
Assisting with internal organizing and filing of supporting materials for ESG reporting.
Special projects as assigned.
What you bring
Minimum 5 plus years of experience as legal assistant.
Proficient in MS Word, Excel, PowerPoint, Outlook, Diligent and Adobe (knowledge or familiarity with CorpLink, TSX SecureFile and Teranet is an asset).
Outstanding time-management; ability to multitask, work in busy environment and prioritize and meet competing deadlines.
Strong attention to detail.
Must be able to work independently.
Professional manner, sensitivity to confidential information, strong initiative and decision-making skills, positive attitude and comfortable dealing with a diverse pool of people.
Ability to effectively communicate with business partners and colleagues.
Experience working with public boards.
LI-NV1
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