Executive Advisor, Legal Services

Canada Lands Co.; Toronto; On-site; CAD 76,000 - 86,000; Full time

Benefits offered by this job

Health benefits

Dental

Vision

Vacation

Personal days

Employee Family Assistance Program

Pension and Incentive

Job summary

Build Canada Homes (BCH) is seeking a capable Legal Administrative Specialist to support the Legal Services department. The role handles corporate secretarial tasks, board material preparation, and contract management in a fast-paced environment.

The ideal candidate will have a post-secondary degree or paralegal certification, bilingual English/French abilities, and strong document management skills with familiarity in Diligent Boards and HPRM.

Qualifications

• Post-secondary degree or diploma in a related field is required.
• Must have Legal Assistant, Law Clerk or paralegal certification from an accredited organization, or a minimum of five years in a corporate legal environment.
• Knowledge of legal terminology, grammar, vocabulary and spelling in English and French.
• Strong proficiency with desktop software (Diligent Boards, Word, Excel, PowerPoint, HPRM).
• Bilingualism (English/French) is a strong asset.

Responsibilities

• Provide executive legal, corporate secretarial and administrative support to the Legal department.
• Manage departmental and Board materials, including minutes, resolutions and filings.
• Coordinate board materials and maintain files and records.
• Process invoices and monitor cost centers for the Legal team.
• Ensure deadlines for initiatives and projects are met.
• Assist with contract management and document management workflows.

Skills

Bilingual English/French

Legal terminology

Attention to detail

Organizational skills

Education

Post-secondary degree or diploma

Legal Assistant/Law Clerk/Paralegal certification

Tools

Diligent Boards

Word

Excel

PowerPoint

HPRM

Job description

Salary Range: $76,000.00 To $86,000.00 Annually

Location: Toronto, Ottawa, Montreal, Edmonton or Calgary

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.

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. Actual compensation within this range will be determined based on the successful candidate’s skills, experience, education, and other job-related factors.

Artificial intelligence tools may be used in the screening or assessment of applicants for this position.

Build Canada Homes (BCH) is an equal opportunity employer committed to fostering an inclusive, accessible, and barrier-free workplace. BCH is committed to complying with all applicable federal, provincial, and territorial accessibility and human rights legislation across Canada. Accommodations are available throughout the recruitment, selection, and assessment processes for candidates who require them. If you require an accommodation at any stage of the hiring process, please inform us as soon as possible, and we will work with you to meet your accessibility needs and support your full participation in a fair and equitable recruitment experience.