Executive Assistant, Legal

TMX Group; Toronto; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A financial services company based in Toronto is seeking an Executive Assistant to support the Chief Legal Officer. The ideal candidate will have over 10 years of legal administrative experience, exceptional organizational skills, and proficiency in various software suites. This hybrid role requires managing complex schedules and communications with high-level stakeholders. Apply now to join a team that values wellness and growth.

Benefits

Flexible working hours

Generous time-off policies

Collaborative work environment

Qualifications

• Minimum of 10 years experience as a legal or executive assistant.
• Adept in navigating complex situations with discretion.
• High level of confidence in communication.

Responsibilities

• Manage an active, complex calendar for the CLO.
• Prepare and oversee internal and external correspondence.
• Coordinate logistics for meetings and special projects.

Skills

Legal experience

Organizational skills

Time management

Communication skills

Attention to detail

Tools

Microsoft Suite

Google Suite

Adobe Suite

Zoom

Microsoft Teams

Job description

Overview

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

The Executive Assistant, Legal ( “ Legal EA ” ) provides superior, high-quality executive level operational and administrative support, and reports directly to the Chief Legal and Enterprise Corporate Affairs Officer (the “CLO”). The Legal EA is a member of the group of Executive Assistants who support the Senior Management Team.

The Legal EA is responsible for the effective and efficient administration to ensure an organized and smooth running practice for the CLO and generally assist the CLO in optimizing the use of her time in an exceptionally fast pace and dynamic work environment.

As the main support for the CLO, the Legal EA will be a point of contact for all business needs with a high level of professionalism and in a manner that reflects positively on the organization. The Legal EA will have a high degree of communication with high-level contacts including the Board of Directors, the Senior Management Team, external industry contacts such as regulators, legal teams, and other stakeholders.

This role is hybrid (3 days/week in the office) - based in Toronto, ON.

Key Accountabilities

• Deliver sophisticated calendar management to coordinate and manage an active, complex calendar for the CLO - booking meetings and appointments (resolving scheduling issues - prioritizing requests while avoiding conflicts), organizing attendance across time zones, and making any necessary travel arrangements
• Effectively manage multiple tasks and priorities in a fast-paced environment
• Prepare internal and external correspondence (emails, letters, memos, expense forms, communications, presentations, etc.) with a high level of accuracy in a timely manner
• Oversee all incoming and outgoing communications - review correspondence and initialize action where possible
• Coordinate logistics of attendance at various meetings, seminars, workshops, special projects or events as needed
• Screen incoming telephone calls; take and deliver accurate messages
• Coordinate meetings, business communications, conferences and seminars as required (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.)
• Management of contacts and files
• Manage sensitive matters and correspondence with a high level of discretion, confidentiality, and good judgment
• Respond to and resolve general and confidential inquiries, working closely with other internal departments, as well as external contacts
• Liaise with the senior management team and those who report directly to the CLO
• Keep the CLO updated and anticipate the CLO’s needs in advance of meetings and ensure accurate meeting/informational materials are provided as needed
• Support technical needs, particularly related to coordinating virtual meetings on platforms including Google Meet, Webex, Microsoft Teams, and Zoom
• Administration of business expenses and vendor invoices as required
• Coordinate and complete various special projects/assignments as required
• Other general support and administration duties as required

Must Have(s)

• Minimum of 10 years experience in the legal field as a legal or executive assistant supporting a legal executive
• Adept level of relationship acumen to navigate complex situations that require a high degree of discretion, judgment and prioritization
• Ability to communicate (both written and verbal) with a high level of confidence and professionalism
• Exceptional organizational, time management and problem-solving skills
• Capable of managing multiple responsibilities with a strong sense of flexibility and adaptability while maintaining a high quality of work
• Must be attuned to schedules and preparing files in advance of meetings
• Familiarity with Microsoft Suite, Google Suite, and Adobe Suite, as well as some knowledge of online collaborative tools such as Google Meet, Microsoft Teams, Webex and Zoom
• Fantastic organizational skills and a meticulous eye for detail and accuracy
• Ability to confidently handle oneself with a wide range of stakeholders (e.g., business partners, clients, Board members, employees)
• Proven self-starter who takes initiative and thrives in a fast-paced environment

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived!

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located.

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.