Offres d’emploi

Executive & Legal Assistant

  • Adjoint / Réceptionniste
  • Adjoint juridique
  • Toronto
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    3+ Years

Kareyn Gauthier

Conseillère séniore, recrutement, division support

(416) 807-6424

Cette description de poste est disponible uniquement en anglais

Toronto 3 + Years

Executive & Legal Assistant

Core Function:  One of the main objectives of this position is to assist the Vice President & General Counsel with legal services and management of the Corporate Records. Equally, it is the objective of this position  to provide a broad range of executive and administrative assistance to the VP and General Counsel as well as to the Private Equity group, which works closely with Legal in deal documentation.

Duties & Responsibilities:

1. Annual Proceedings:

  1. For each Company (approx. 70) prepare annual proceedings based on prior year precedents, including reviewing for completeness and accuracy to reflect all changes during the year, and ensuring all internal records are up-to-date. Once completed, providing originals to external counsel for inclusion in the Minute Books maintained by such counsel.
  2. Ensure filings with appropriate government authorities for corporations and limited partnerships are up to date.
2. Administrative Support for Legal and Private Equity Groups:
Document preparation and management using Word, including drafting, revising, black-lining and electronically storing/retrieving legal and other documents.

  1. Maintain calendar for Vice President & General Counsel and Company President.
  2. Draft correspondence for Vice President & General Counsel and President
  3. Collate and distribute quarterly management package for Private Equity team and limited partners.
  4. Provide research support and assistance with compiling investment committee and marketing documentation for the Private Equity team.
  5. Prepare Executive Expense reports as needed for review and approval.
  6. Make travel and accommodation arrangements as needed.
  7. Researching and registering Executives for conferences and seminars.


3. Back up to reception:
Be a main back up to the receptionist, including breaks, vacations, and illnesses.To receive, greet and direct all visitors and incoming telephone callers to the appropriate party; to manage all incoming documents, couriers and supplies and distribute as directed, when sitting in the reception area.
4. Document Management:

  1. Maintain corporate records and related documents in paper and electronic format as required, ensuring compliance with  regulatory requirements and ease of retrieval .
  2. Assist with maintaining an index of standard contracts, forms and precedents, and liaising with external counsel to on compliance matters (such as renewal of business names and partnership registrations and updating filings for changes in officers and directors etc.) .


5. Non-Disclosure Agreements:

Assist the Vice President & General Counsel with the review and preparation of standard non-disclosure agreements and maintaining the firm’s NDA Tracker.

6. Perform other duties as assigned from time to time.


The incumbent must be able to develop and maintain collaborative relationships with internal and external parties to ensure the smooth functioning of the office. This requires a high degree of interpersonal skills and the ability to read the sub-texts of conversations. This position requires a high degree of discretion and the ability to build trust and good-will within an office setting consisting of approximately 50 people.

1. Internal Clients, including all levels of management: The successful applicant must be able to understand the business needs of the organisation’s various business units and be able to communicate solutions effectively.


2. Office staff to expedite workflow, exchange information, schedule meetings and co-ordinate similar business activities.


3. Colleagues within other divisions of the company or with affiliated companies as required, to exchange information, to co-ordinate use of common resources and facilities, and to assist and/or provide back up for similar positions during vacations and other absences from the office.

Standards of Performance:

1. Prompt and accurate execution of all tasks.


2. Professional, courteous, respectful and inclusive behaviour towards all internal and external contacts.


3. Maintenance of confidentiality and security of all company information and documents.

Part 2

Knowledge and Key Competencies

Knowledge / Skills:
1. Experience in document management and preparation and managing routine corporate and limited partnership documentation.
2. High proficiency in all Microsoft Office products as well as popular meeting management software, including Word, Excel and PowerPoint.
3. Basic understanding of business operations, supports & requirements.
4. Experience working in a private legal practice would be key.
Key Competencies:
1. Ability to keep confidentiality and to practice discretion.
2. Ability to work collaboratively with internal and external parties to ensure satisfactory results for internal clients and for the company.
3. Adaptability – flexible in the face of change; maintains a positive demeanor regardless of circumstances, can handle conflicting priorities without loss of composure.
4. Organisation – Time management; space management; task management; can plan and schedule activities and workload optimally.
5. Proactive – can foresee multiple different outcomes and acts to prevent problems.
6. Communication Skills – Excellent listening skills; oral and written verbal skills; telephone & email.
7. Service driven – interacts positively with executives, clients, customers, guests and peers. Maintains a courteous demeanor at all times.
8. Understanding of fundamental business principles and the industry sector(s) in which the company operates; uses this understanding to anticipate needs.
9. Team Player / independent worker – handles responsibilities well as part of a group as well as when solely responsible for a task or outcome.
10. Judgement – able to make appropriate decisions as needed in the absence of direction; as needed, refers problems/issues to another (appropriate) person in a timely manner; capable of working  without constant or direct supervision.
11. Problem recognition, analysis and problem-solving skills; research skills.
12. Attention to detail and accuracy, is extremely important.
13. Social and emotional intelligence – capable of building and maintaining appropriate internal  and external relationships and instilling  confidence in others .

For more information or to submit your CV to reference #32047

Critères : En entreprise, Intermédiaire
Téléchargez votre CV ou tout autre fichier pertinent. Taille maximale du fichier : 50 Mo.

You can apply to this job and others using your online resume. Click the link below to submit your online resume and email your application to this employer.