Legal Assistant

Established since 1879, Birks is a luxury jewelry store whose reputation is built on quality, exclusivity, unique design and excellence in service. We pride ourselves in offering meaningful experiences and in building intimate relationships with each one of our clients.

Reporting to the Vice-President, Human Resources, Chief Legal Officer & Corporate Secretary, the Legal Assistant is responsible for providing legal administrative/secretarial support to the legal department as well as providing some administrative support to the human resources department

LEGAL ADMINISTRATIVE AND SECRETARIAL SUPPORT

· Draft agendas, minutes, emails, and correspondence for Board and Committee meetings.

· Manage Board document platform and help organize Board, Committee, and shareholder meetings.

· Provide administrative support for transactions, financings, and special projects.

· Coordinate SEC filings and EDGAR submissions.

· Maintain corporate records, Directors’ Handbook, and key lists (legal fees, trademarks, litigation, registered agents).

· Liaise with transfer agent for shareholder meetings, stock transfers, and option exercises.

· Conduct IP searches.

· Manage electronic filing system and compliance reminders.

· Prepare stock option agreements, update D&O questionnaires, and basic immigration documents for work permits.

· Obtain and maintain signed copies of agreements.

· Organize calendars, meetings, and travel; process expense reports and invoices.

· Draft, review, and translate correspondence and contracts (English/French).

· Handle departmental mail, file management, and supply orders; assist with daily administrative tasks.

OTHER ADMINISTRATIVE AND SECRETARIAL SUPPORT

· Provide administrative support to the human resources department as required

· Provide occasional administrative support to the President & CEO and other members of the senior management team, as required

PARALEGAL WORK

· Prepare and handle corporate filings

· Maintain registers and update organizational charts

· Help with preparation of shareholder meeting documents

· Prepare resolutions

· Conduct legal research

· Review certain documents for compliance

Our ideal candidate has:

- A minimum of five (5) years in a similar position with basic knowledge of corporate laws

- Cegep degree in administration or equivalent experience

- Legal assistant certificate or equivalent experience

- Strong team values

- Strong interpersonal and communication skills

- Attention to detail

- Highly organized

- Ability to work under pressure and work on several files concurrently

- Excellent knowledge Word and Outlook

- Basic Knowledge of Excel and PowerPoint

- Bilingual: French and English (spoken/written)

*Please note that due to the nature of the responsibilities of the position, a proficient level of English is required, in particular to communicate on a regular basis with employees outside of Quebec.*

In return for your commitment to excellence, we offer…

• Various paid time off programs
• Tele-medicine
• Employee Assistance Program
• Birks University: Accessibility to various trainings
• Employee Discount Program