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Legal Administrative Assistant, General Counsel's

3 months ago

Toronto, Ontario, Canada S & E Services Limited Partnership Full time

We have an exciting opportunity to join our General Counsel's Office


The Legal Administrative Assistant provides support on a wide range of administrative, legal, executive and operational activities for our Associate General Counsel and our Associate Director, Firm Governance, General Counsel's Office.

The position has a focus on governance work and works closely with firm leaders on administrative matters relating to the Partnership Board and Firm Partner Meetings.

Our Toronto office is in the heart of the financial district and has flexibility for hybrid work. At Stikeman Elliott, we have a culture that values teamwork, service excellence and mentorship.

Aside from working with an incredible team, we also have a fantastic benefits program, a learning and development grant and RRSP (Registered Retirement Savings Plan) matching.

Voted one of the Best Employers in Canada for the past 13 years, Stikeman Elliott is a great place to grow your career

Responsibilities:

General Administrative Support

Projects, Programs, Events and Policies

  • Manages the firmwide Annual Compliance Disclosure Process
  • Assists with annual review of firm policies
  • Tracks and maintains documentation for external directorships
    , charitable sponsorships and investment requests made by the Executive Committee (EC)
  • Annual Partners' Meeting maintains a project plan and budget, tracks registrations, maintains the SharePoint site
  • Corporate Social Responsibility Program tracks and compiles reports

Contract Management

  • Manages the repositories and assists with tracking: Client Contracts, Vendor Contracts, Engagement Letters, Outside Counsel Guidelines, Conflict Waiver Letters, and NDAs

Regulatory Compliance

  • Assists with the response and necessary filings for:
  • FINRA, the OSC, the AMF, and other provincial securities commissions
  • Controlled Goods
  • S. and Canadian government contracting systems
  • Occupational Health & Safety and AODA

Committee Work - P&E / Claims & Risk

  • Assists with scheduling and minutes for quarterly meetings
  • Manages the claims folder and key documents
  • Assists with training sessions led by the P&E Committee

Firm Partners' Meetings:

  • Coordinates meeting schedules and setsup and prepares materials (including Annual Partners' Meeting, November Firmwide Partners' Meeting, etc.)
  • Prepares Proxys and develops tracking sheet of attendees in person or by proxy
  • Prepares shells for Minutes resulting from Partners' meetings
  • Coordinates requisite signatures for Minutes and maintains official Minute record/archive

Partnership Board (PB):

  • Administers and maintains SharePoint sites for key documents/materials
  • Coordinates and implements annual meeting schedules, reporting schedule and deadlines, planning calendar, agendas, appointments and hotel accommodations
  • Coordinates Board materials for all meetings including advance distribution of materials
  • Liaises with Board members and their assistants
  • Responsible for preparing shells for Minutes resulting from Board meetings
  • Coordinates requisite signatures and maintains official Minute record/archive
  • Coordinates boardroom setup including food/beverage requirements
  • Key contributor and instrumental in the planning and execution of the Firm's Partnership Board Election Process

Points Process:

  • Develops annual points process calendar and coordinates printing and distribution of all materials to the Partnership Board

Partner Administration:

  • Assists with the distribution of Federal and Quebec tax slips to Toronto Partners
  • Prepares documentation for Partner Capital
- _
Knowledge, Experience, Skills & Abilities:

  • Experience in a Professional Services environment working with senior leadership (ideally 10+ years of experience and/or comparable education and experience)
  • Strong MOS Office (Outlook, Word, Excel, PowerPoint, SharePoint) and other software utilized by the firm (DocuSign, PDF Docs)
  • Able to adapt to changing technology in an environment of continuous learning
  • Strong organizational skills and ability to move things forward and get the work done
  • Excellent attention to detail
  • Proactive, solutionoriented, sound judgment and resourceful
  • Discrete with confidential information and communication
  • Strong interpersonal skills, a team player, and able to develop strong relationships with firm members at all levels

Stikeman Elliott is committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment process.

_ Please Note:

_

_ Our firm has a COVID-19 Vaccination Policy which requires all firm members to be fully vaccinated with a Health Canada approved COVID-19 vaccine. You will not be asked to disclose your vaccination status during the interview process. If you are offered employment, you will find a vaccination clause in your offer of employment