Executive Assistant, Legal Services

Toronto Community Housing; Toronto; On-site; CAD 81,000 - 89,000; Full time

Job summary

Toronto Community Housing is seeking an experienced Executive Assistant to support the General Counsel in our Legal Services division. You will manage calendars, coordinate meetings, travel, and prepare materials while safeguarding confidential information and maintaining high professional standards.

This role offers hybrid work, collaboration with senior leaders and Board members, and opportunities to contribute to efficient operations across the legal department.

Qualifications

• Post-secondary degree or diploma in Business Administration or relevant field.
• 5 -10 years of executive administrative assistant experience from an in-house legal department or law firm.
• Strong organizational and project management skills, with strong attention to detail and accuracy.
• Superior communication and interpersonal skills with the ability to work well in a team and with senior stakeholders.
• Ability to handle sensitive and confidential information with tact and professionalism.
• Highly organized with excellent time management and prioritization.
• Adaptable and able to handle multiple tasks in a fast-paced environment.
• Excellent drafting skills for memos, reports and correspondence.
• Excellent customer service skills for inquiries from internal and external stakeholders.
• Ability to work independently with minimal supervision and meet tight deadlines.

Responsibilities

• Provide executive administrative and operational support for the General Counsel.
• Liaise with executive leadership, Board Members, and external stakeholders.
• Manage General Counsel’s calendar and coordinate meetings and travel.
• Prepare materials for daily schedules and meetings and develop meeting materials.
• Coordinate electronic and wet ink signatures for documents.
• Maintain proper naming conventions and electronic filing for contracts and records.
• Prepare and track business expense claims and budgets.

Skills

Executive support

Organizational skills

Communication

Time management

Discretion/confidentiality

Independent work

Drafting skills

Microsoft Office

Adobe Acrobat

Docusign

Education

Post-secondary degree or diploma in Business Administration or relevant field

Tools

Microsoft Office Suite

Adobe Acrobat

Docusign

Job description

About Toronto Community Housing Corporation

Toronto Community Housing Corporation (“TCHC”) is the largest social housing provider in Canada and the second largest in North America. We are wholly owned by the City of Toronto and operate in a non-profit manner. TCHC provides homes to over 41,000 low and moderate-income households in 88 of Toronto's neighbourhoods, with 93,000 tenants from many different backgrounds with a diversity in age, education, language, mental and physical ability, religion, ethnicity and race. We are an essential part of the City of Toronto's fabric and social system.

Our over 2,000 employees work to achieve our vision of quality homes in vibrant communities where people are proud to live and work.

Vacancy Type

Full-time Permanent

Salary/Hourly Range

$80,614.68 - $88,676.15

Work Details (Days/Hours)

Monday – Friday, 36.25 hours per week

Hybrid Eligible

Yes

Affiliation

Non-Union: Management/Exempt

Division and Department

Legal Services

Number Of Vacancies

1

Existing/New Job

Existing

Grade

05

Vacancy Status

Existing Vacancy

Candidate List Or Eligibility List

Candidate List

What We Offer

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Minimum four (4) weeks of paid annual vacation days, increasing with years of service;
• Four (4) paid personal days;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits, including a health spending account available upon your start date;
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year;
• Fitness membership discount.

Hybrid Job:

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference

Reporting to the General Counsel, the Executive Assistant provides high-quality administrative and operational support to ensure effective functioning of the General Counsel’s office. This role manages, prioritizes, coordinates key activities and ensures the General Counsel is well-prepared. Acting as a liaison with internal and external stakeholders, the Executive Assistant handles sensitive information with discretion and uses sound judgement to anticipate needs, address emerging issues and maintain seamless operations. The ideal candidate is highly organized, adaptable and an excellent communicator who thrives in a fast-paced environment and contributes to a professional and collaborative culture.

What You’ll Do

Provide comprehensive executive administrative services, including, but not limited to:

• Executive administrative and operational support for the General Counsel
• Liaise with executive and senior leadership, administrative staff, Board Members, government representatives and external stakeholders
• Manage and maintain General Counsel’s calendar, coordinate meetings, conferences and travel arrangements
• Serve as the primary point of contact for various internal and external inquiries directed to the General Counsel’s office, ensuring timely, accurate and appropriate responses i.e. Executive Leadership, Senior Leaders, Executive Assistants, other staff and External Clients.
• Acts as the Executive’s delegate for email during absences, handles and forwards issues, prioritizing for Executive upon return
• Prepare materials required for daily schedules and meetings
• Maintain a schedule of matters and diarize deadlines
• Develop communications, meeting/conference materials, correspondence, memos, reports, Powerpoint presentations, spreadsheets
• Prepare draft agendas for meetings
• Monitor and update General Counsel on Executive Leadership Team weekly agenda and action items in minutes
• Coordinate the execution of documents electronically via Docusign, etc./wet ink
• Electronic File Management: open, update files, save all documentation with proper naming protocols, contract administration and record keeping
• Prepare and track business expense claims

Operational Legal Department coordination and management

• Invoicing (Accounting – Purchase Orders)
• Vacation and away list coordination
• Work with finance team to prepare and track annual Legal Services budget
• Verify and manage business expenses
• LawPro/LSUC renewals/CPD Registrations
• Managing token distribution and P-card ordering and reconciliation
• Mail Distribution
• Supplies ordering

What You’ll Need

• Post-secondary degree or diploma in Business Administration or a relevant field, or combination of education and relevant work experience.
• 5 -10 years of executive administrative assistant experience from an in-house legal department, or law firm
• Strong organizational and project management skills, with strong attention to detail and ability to maintain a high degree of accuracy
• Superior communication and interpersonal skills with the ability to work well in a team environment and establish excellent working relationships with individuals at all levels, including the Board of Directors, the Executive leadership team and government stakeholders
• Ability to handle sensitive and confidential information with a high degree of tact, diplomacy, confidentiality and professionalism
• Highly organized, superior time management and organizational skills
• Adaptable with ability to handle multiple tasks and thrive in a fast-paced environment
• Excellent oral and written communication skills including superior drafting skills
• Excellent customer service skills to respond to enquiries from a variety of internal and external stakeholders
• Ability to work independently with minimum supervision, prioritize projects, meet strict deadlines and take initiative
• Advanced proficiency with Microsoft Office Suite (Word, Excel, Powerpoint), Adobe Acrobat, blacklining and Docusign

Thank you for your interest in Toronto Community Housing

We recognize that people bring experience and talent that goes beyond the technical skills and requirements of a job. If you possess similar experience that is close to what we’ve included in the job postings below, we encourage you to consider applying. We strongly believe that diverse experience, transferable skills, and passion are key!

Once you have submitted your application successfully, you will receive a confirmation email. We encourage you to check out our careers page often, as new opportunities become available on a regular basis.

Our commitment to equity, diversity and inclusion

We are committed to providing equal opportunity to all employees and strive to create a diverse workplace that reflects the cultural mosaic of our great city and the communities we serve. We recognize the value that comes from different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business. Diversity plays a key role in our ability to deliver on our mission to provide clean, safe, well-maintained, affordable homes for tenants.

TCHC is committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, 2SLGBTQ+ persons, and others who can help us provide vibrant communities and make our city a great place to live. In an effort to ensure access to information for people with disabilities, we have noticed that some screen readers do not function properly with our job portal. If you are a person with a disability and are experiencing issues with our job portal and would like access to our job postings in an alternative format, please email your request to our People and Culture Division at [e-mail].

Toronto Community Housing is committed to equity in employment. Our goal is a diverse, inclusive, and barrier-free workplace that reflects the communities we serve.

We will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and Toronto Community Housing’s Accessibility Policy.

If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to our People & Culture department at [e-mail] or call our accessible accommodations line at (416) 981 - 4119. Please refer to the job requisition number when you contact us.

We use AI technology through the use of pre-screening questions to assist in the screening process.