Senior Legal Administrative Coordinator

Sunnybrook; Toronto; On-site; CAD 60,000 - 85,000; Full time

Job summary

Sunnybrook is seeking a Legal Administrative Coordinator to provide advanced administrative support to the Chief Legal and Compliance Officer and the Legal Services Department. You will manage calendars, coordinate meetings with internal and external stakeholders, prepare materials, and liaise with corporate services and executive assistants for senior leadership.

The role requires discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced

Qualifications

• 3–5 years of senior-level administrative experience, preferably in a legal environment.
• Strong knowledge of legal terminology; familiarity with medical terminology is an asset.
• Excellent organizational, communication, and interpersonal skills, with tact, diplomacy, and sound judgment.
• Ability to work independently with minimal supervision in a fast-paced, team-oriented environment.
• Advanced proficiency in Microsoft Office (particularly Excel and PowerPoint), Adobe Acrobat, and ability to quickly learn new systems.
• Experience working with diverse clients, staff, and organizations is an asset.

Responsibilities

• Manage the CLO’s calendar, including scheduling and coordinating meetings with internal and external stakeholders
• Maintain the CLO’s OneNote, ensuring meeting details, agendas, and materials are accurate and up to date
• Handle document filing in the Legal database system, including correspondence, drafts and invoices
• Prepare, circulate, and file agendas and minutes for recurring meetings
• Serve as a key point of contact, communicating with internal and external stakeholders on behalf of the CLO and Legal Services
• Maintain a bring-forward system; prioritize daily workflow and provide regular updates to the CLO to ensure timely follow-ups
• Draft, edit, finalize, and distribute legal correspondence on behalf of the CLO
• Process invoices from external law firms and vendors, coordinating approvals and submissions to Accounts Payable
• Submit expense claims through the Concur system
• Develop and maintain tracking tools (e.g., spreadsheets) for legal budgets, invoices, and interdepartmental cost transfers
• Manage Zoom accounts and virtual meeting logistics for the CLO and Legal Services Department
• Create and update presentations and materials (Excel, PowerPoint) for the CLO’s speaking engagements
• Other duties as requested
• Provide administrative support to Senior Legal Counsel (Research and Corporate), including calendar management, meeting coordination, and file maintenance
• Respond to administrative requests from Legal Counsel and Legal Paraprofessionals
• Provide back-up support to the Legal Database Coordinator during absences or high-volume periods:
• Process submissions through the Legal database system
• Assign files to legal team members
• Monitor and respond to the general legal inbox
• Route agreements for signature via Adobe Sign
• Oversee day-to-day administrative operations of the Legal Services Department, including developing and maintaining standard operating procedures and departmental resources
• Monitor inventory and order departmental supplies as required
• Prepare and submit weekly departmental timesheets to payroll
• Support the development and implementation of processes, procedures, and systems to improve efficiency and workflow
• Assist leadership in managing operational standards, including vacation tracking and office equipment procurement
• Coordinate recruitment activities, including job postings, interview scheduling and onboarding logistics, as well as manage performance review processes by gathering feedback and organizing review schedules for current staff
• Prepare internal communications, educational materials, and departmental updates as directed
• Plan and coordinate departmental training sessions, educational initiatives, and team events, including meetings, celebrations and staff engagement activities

Skills

Senior-level administrative experience

Legal terminology

Interpersonal skills

Organization & time management

Independent work

Problem solving

Communication

Adaptability

Education

College Diploma in Legal Office Administration

Tools

Microsoft Office (Excel, PowerPoint)

Adobe Acrobat

Job description

Sunnybrook is seeking a Legal Administrative Coordinator to provide advanced administrative support to the Chief Legal and Compliance Officer and the Legal Services Department. You will manage calendars, coordinate meetings with internal and external stakeholders, prepare materials, and liaise with corporate services and executive assistants for senior leadership.

The role requires discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced