Executive Advisor, Legal Services

Location:

Toronto, Ottawa, Montreal, Calgary, or Edmonton

Department:  Legal Services

Employment status :  Full-time, permanent

PURPOSE OF ROLE:

This role provides executive legal, corporate secretarial and administrative support to the Legal department and manages all administrative processes and procedures for the Legal department and the Board of Directors. The incumbent is able to redirect issues as appropriate in absence of the Interim Legal Services Lead.

KEY FUNCTIONS

Maintains administrative procedures and processes for the Legal Team – makes travel arrangements; prepares expense reimbursement and payment vouchers and ensures they are kept in good order; oversees the ordering and maintenance of stationery supplies and equipment for the department; and maintains manual files and folders of the Legal Team.

Reviews, classifies and processes the payment of departmental invoices and handles any other accounting issues related to the legal and corporate secretarial department.

Ensures that timelines and deadlines are respected for all initiatives, objectives, projects and matters of the department.

Conducts, with minimal supervision, diverse legal support tasks. Responds to incoming legal and corporate secretarial requests.

Responsible for organizing and maintaining files, including litigation, legal, corporate secretarial, etc.

Ensures that all statutory regulatory filings are completed as required.

Maintains all Board meeting records and makes Directors’ travel and meeting facility arrangements.

Prepares, assembles and issues all materials for meetings of the Board and Board Committees, and posts the materials on Diligent Boards portal for access by the Directors and, as appropriate, by SMC.

Following Board meetings, prepares approved minutes and resolutions, updates resolution indices, and posts relevant documents on Legal drive.

Assists with contract management for the whole Legal department (except for employees’ personnel files).

Creates and maintains the department’s files through Content Manager (or other company file management software system).

Reviews files on a regular basis for the retention or archival of the files keeping in mind their confidential nature and legal scope.

Responsible in completing third party verification requests from the business units.

Ability to resolve any issues that arise during the verification process, which involves communicating with the business unit, on some occasions the client and Triton.

Responsible for processing invoices – identifying the correct cost centres to be charged for the searches.

Screens requests and identifies issues to determine priorities and reads and ranks incoming mail.

Identifies potential problems and shifting priorities in order to adjust the Interim Legal Services Lead’s schedule as necessary.

Organizes workload to ensure that deadlines are met for posting Board materials prior to the Board and Committee meetings

QUALIFICATIONS AND EXPERIENCE

Post-secondary degree or diploma in related field required.

Must have Legal Assistant, Law Clerk or paralegal certification from an accredited organization, or must have a minimum of five (5) years of experience in a corporate legal department, law firm or in a comparable position.

Knowledge of legal terminology, grammar, vocabulary and spelling in both English and French.

Excellent skills in the use of desktop software (including but not limited to: Diligent Boards, Word, Excel, PowerPoint and HPRM).

Bilingualism (English/French) is a strong asset.

Recruitment Range: $76,000 to $85,000

Benefits:  Health, Dental, Vision, Vacation, Personal days, Employee Family Assistance Program, Fitness Allowance, Pension and Incentive

* The recruitment range provided reflects the expected compensation for this role.…