Legal Assistant

City of Mississauga; Mississauga; Hybrid; CAD 47,000 - 63,000; Part time

Job summary

The City of Mississauga is seeking a Legal Assistant to support the Realty Services and Rapid Transit Program Office, reporting to the Supervisor of Capital Acquisition. This role handles administrative coordination, records management, and preparation of documents for large municipal public transit initiatives in a fast-paced environment.

Responsibilities include coordinating tasks, tracking approvals, maintaining property files, and liaising with internal teams and external vendors.

Qualifications

• Minimum post-secondary education is required.
• A minimum of 2 years administrative experience is required, in Legal/Realty field.
• Extensive property administration, demonstration of superior records management and control is essential.
• Excellent written and oral presentation skills.
• Advanced computer software knowledge including Microsoft Word and Excel.

Responsibilities

• Provide administrative support to ensure day-to-day operations of realty matters for RTPO projects.
• Monitors and tracks task completion to ensure deadlines are met.
• Communicates deliverables for decision making to RTPO and tracks approvals.
• Administer activities of assigned properties in accordance with contractual requirements and coordinate external services.
• Produce documents for internal/external stakeholders, including bulletins, meeting minutes, letters, policy, reports, charts, and presentations.
• Maintain awareness and tracking of key dates, deliverables, project milestones, vendor deliverables, and file activity.
• Manage property files, records, deeds, agreements, executions, reports and plans; follow retention policies.
• Monitor budgets and reconcile consultant invoices; coordinate third-party contracts per procedures.
• Maintain professional communication with stakeholders and prioritize correspondence.
• Conduct corporate searches, retrieve parcel registers and plans as required.
• Coordinate arrangements with utilities and other government levels as directed.

Skills

Administrative experience

Records management

Attention to detail

Communication skills

Multi-tasking

Education

Post-secondary education

Tools

Microsoft Word

Microsoft Excel

Job description

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Legal Assistant

Req ID:28587
Vacancy Type: Temporary
Contract Duration: 2 years
Number of Positions:1
Closing Date:10/07/2026

Job Summary

Reporting to the Supervisor of Capital Acquisition, Realty Services, this position provides administrative support and coordination in property acquisition, for the Rapid Transit Program Office (RTPO) project initiatives, to support rapid transit planning and delivery. In this extremely fast-paced, detailed, results driven environment the successful individual is responsible for the organization, coordination, reporting and records management associated with large scale municipal public transit projects.

Duties and Responsibilities

• Provide administrative support to ensure the smooth day-to day operations of the realty matters that support the RTPO project initiatives.
• Monitors and tracks task completion to ensure deadlines are met.
• Communicates deliverables for decision making to RTPO and tracks approvals.
• Administer the activities of the assigned properties in accordance with contractual requirements, procedures, and coordinate work of internal and external services required to assemble and complete property acquisitions (appraisers, planners, surveyors, engineers, municipal staff, utilities).
• Acts as a key resource between Realty Services, RTPO, Finance, Legal Services and external vendors.
• Produce documents for internal/external stakeholders, including bulletins, meeting minutes, letters, policy, reports, charts, and presentations using software applications.
• Maintain an ongoing awareness and tracking of key dates, deliverables, project milestones, vendor deliverables, and tracking of file activity.
• Manage and update all property files, various records, photos, legal documents, deeds, agreements, executions, reports and plans and follows record retention policies.
• Monitor and reconcile budgets for assigned consultants, prepare and submit expenses. Administer the activities of the assigned properties in accordance with contractual requirements.
• Manage consultant activity logs for the team; responsible for monitoring and reconciling third-party contracts and invoices in compliance with corporate procedures.
• Monitor approval requests prioritize and expedite responses.
• Maintain polite and professional communication with internal and external stakeholders.
• Prioritize, develop and redirect correspondence.
• Conduct Corporate searches, retrieve parcel registers, plans, and search out contacts as required.
• Conduct arrangements with utility service providers, other levels of government, agencies, boards as directed by the Supervisor
• Participate in the timely reconciliation of budgets, payments of invoices.

Skills and Qualifications

• Minimum post-secondary education is required.
• A minimum of 2 years administrative experience is required, in Legal/Realty field.
• Extensive property administration, demonstration of superior records management and control is essential.
• Excellent written and oral presentation skills.
• People and services oriented with a successful history of working in a fast-paced environment.
• Detail oriented, ability to multi-task, assume responsibility for decisions made and actions taken.
• Attention to detail and strong organizational, investigative, fact-finding and problem-solving skills.
• Ability to prioritize workload independently and with sound judgement to follow both instructions with minimal supervision and take initiative as required.
• Advanced computer software knowledge including Microsoft Word and Excel.
• Must have the ability to travel to different sites within the City of Mississauga as required. Valid G class license preferred but not required.
• Prolonged exposure to computer keyboards and screens. Primarily office environment.

Hourly Rate/Salary: $ 34.19 - $ 45.59
Hours of Work: 35
Work Location: Civic Centre
Hybrid Workplace
Organization Unit: CPS/Capital Acquisition B
Department/Division/Section: CPS/Corporate Services Dept , CPS/Corporate Business Services Division , Realty Services
Non-Union/Union: Non Union

The City of Mississauga may use artificial intelligence (AI) technology in sourcing and/or screening candidates for some positions; however, it is not used in selecting final candidates.

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion .

Accommodations

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.