Legal Assistant - Contracts and Administration

Caliber Financial Services; Legal; On-site; CAD 70,000 - 99,000; Full time

Job summary

A financial services company seeks a proactive Legal Assistant to support its Legal, Compliance, and Audit teams. Responsibilities include contract management, administrative support, and tracking litigation. The ideal candidate has a Bachelor's degree and experience in financial services, along with strong organizational and communication skills. This hybrid role can be based in Overland Park, KS or Red Rock, OK.

Qualifications

• Bachelor's degree or equivalent experience required.
• 2-5 years of related experience preferred.
• Ability to maintain confidentiality.

Responsibilities

• Assist in contract management and organization.
• Provide administrative support to legal and compliance teams.
• Track litigation and ensure deadlines are met.
• Coordinate departmental meetings and events.

Skills

Organizational skills

Problem-solving

Communication skills

Confidentiality

Proficiency with Microsoft Office

Education

Bachelor's degree

Tools

LinkSquares

Microsoft Office

Excel

Job description

Position: Legal Assistant - Contracts and Administration

Location: Overland Park, KS

Position location: This role is a hybrid position based in Overland Park, KS or Red Rock, OK

Summary

This position plays a key role in supporting the Legal, Compliance, and Audit teams by helping them keep their operations organized, efficient, and running smoothly. This position goes beyond traditional administrative duties — it’s a hands‑on, collaborative role that combines challenging work, departmental coordination, and creative team support.

Our ideal candidate is proactive, detail‑oriented, and eager to contribute to a dynamic team environment. In the role of Legal and Compliance Operations Coordinator, you will help streamline workflows, track litigation, support compliance and audit initiatives, and pitch in to create process improvements, plan department meetings and events, and contribute to team‑building activities.

Essential Duties and Responsibilities

Contract Management & Operation

• Assist in the contract process from intake and review, to execution, tracking and renewal.
• Keep our contract system organized and up to date — ensuring every agreement and related document is accurate, accessible, and easy to find.
• Coordinate as a liaison between legal and internal business teams to facilitate the contracting process. Answer basic queries regarding contract status using the contract system.
• Act as a primary administrator of the company’s contract lifecycle management software, including AI‑driven tools. Provide basic technological support and training for other team members.
• Use contract lifecycle management software to extract key terms, clauses and dates from contracts. Assist in generating reports and insights based on this data.
• Collaborate with senior staff to identify opportunities for further technological integration and process automation to improve contract management procedures.

Compliance, Audit & Litigation Support

• Provide administrative support to the Legal, Compliance, and Audit teams, assisting with projects, documentation, tracking, and monitoring and reporting requirements as needed.
• Keep our litigation tracking accurate, ensuring details and deadlines are current and accessible.
• Assist the Legal team in issuing, tracking, and releasing litigation holds.
• Oversee required, company‑wide regulatory compliance training by tracking and reporting on timely completion to help ensure personnel maintain ongoing compliance with required standards.
• Assist in enhancing internal systems and reporting, with a specific interest in using AI, automation, or other emerging technologies to improve efficiency.
• Support Compliance, Audit and Legal teams with various day‑to‑day activities, which may include data entry, document preparation, and preparing reports.

Departmental Coordination & Culture

• Serve as the go‑to resource for team organization — coordinating meetings, managing travel, sending invoices and reconciling expenses.
• Support the creation and enhancement of process documentation and help identify ways to make department operations more efficient and effective.
• Track compliance with and register team members for continuing education, conferences, and professional events to foster growth and development.
• Assist in planning and executing department events, staff meetings, and team‑building activities that strengthen engagement and collaboration.
• Adaptability: proven ability to quickly learn and master new technologies and tools. Demonstrate that you see new tech as an opportunity, not a threat.
• Proactive problem‑solving: strong thinking and analytical skills with the capacity to tackle open‑ended challenges. Able to proactively identify and resolve technical or procedural issues as they arise.
• Flexibility: comfortable working in an environment of change, where there is sometimes no pre‑defined process.
• Technical skills: proficiency with general office software (e.g., Microsoft Office, Teams, Excel) is required. A strong aptitude for learning and working with new software, especially contract lifecycle management systems (e.g., LinkSquares) is essential. A willingness to adopt new automation tools and software, and comfort with emerging tech like AI is a significant plus.
• Organizational skills: excellent organizational skills, attention to detail, and strong follow‑through are essential for managing tasks and records accurately.
• Strong Communicator: strong written and verbal communication skills to effectively interact with various departments and external parties.
• Confidentiality: able to maintain confidentiality and privacy of sensitive information
• Soft skills: demonstrate strong interpersonal awareness and the ability to build positive, productive relationships across departments and levels of the organization. Contributes to a supportive and collaborative team culture by fostering trust, maintaining confidentiality, and engaging with others in a friendly, solution‑oriented manner.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All other qualifications being generally equal, preference shall be given to qualified applicants who are enrolled members of federally recognized tribes and/or descendants of enrolled members.

Education and/or Experience

Bachelor's degree (B. A.) from four‑year college or university; or two to five years related experience and/or training; or equivalent combination of education and experience. Experience in the consumer financial services industry preferred.

Language Skills

Ability to read, analyze, and interpret general business periodicals, legal periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Reasoning Ability

Ability to solve practical problems and deal with various concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

Proficiently utilizing computer skills including but not limited to Microsoft Office, Excel, Word, Teams, OneNote, and Outlook. Familiarity with LinkSquares a plus.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision and color vision.

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

This role is a hybrid position based in Overland Park, KS or Red Rock, OK