Legal Assistant

6 months ago

Toronto, Canada University Pension Plan Full time

ABOUT UPP

UPP is the first pension plan of its kind in Ontario’s university sector, proudly serving over 39,000 members across four universities and 12 affiliate organizations. Our purpose is to bring greater retirement peace of mind to the university sector by investing with integrity and serving members with care. As a sector-wide plan designed for growth, our doors are open to all Ontario universities.

Together, we’re a team of progressive thinkers and agile doers operating within a fast-paced culture of collaboration and respect. We believe in bringing smart and capable people together to create, solve and grow with a clear shared vision and values of integrity, inclusivity, ingenuity, and impact.

Our culture is intentionally welcoming and purposefully rooted in equity, diversity, inclusion, and reconciliation (EDIR). We believe diverse teams, perspectives, and lived experiences contribute to better decisions and a better workplace.

As a long-term investor, we recognize that environmental, social and governance (“ESG”) factors support risk management and value creation. As stated in our Responsible Investing Policy, we are committed to incorporating ESG considerations into our investment management activities and we collaborate with other industry participants in the promotion of a sustainable economy and society.

Join us in building a bright future for our members, our organization, and each other.

ABOUT THE ROLE

Reporting to Senior Legal Counsel, the Legal Assistant will provide direct administrative support to the Legal and Governance team. In addition to managing day-to-day correspondence and scheduling, this individual will draft and organize a diverse array of documentation, coordinate corporate events, and assist with other special projects.

UPP is based in Toronto’s financial district and has a hybrid work model (~2 days / week in office).

KEY ACCOUNTABILITIES

**Administration and Coordination**:

- Complete a wide variety of administrative tasks for the Legal and Governance team including but not limited to:

- Communicating with internal and external stakeholders directly and on behalf of the team members, and in doing so, building trust in relationships with key audiences.
- Keeping the team well informed of upcoming commitments and responsibilities, as applicable, and helping address competing demands and necessary follow-ups.
- Tracking and managing certain correspondence and determining appropriate referrals or responses.
- Organizing and strategically managing the team’s complex calendars, as requested from time to time.
- Organizing and strategically managing UPP’s internal digital file repositories, including within UPP’s document management system, contract management system, and intranet to ensure ease of navigation and reference.
- Coordinating external appearances, engagements, and invitations, as appropriate.
- Planning and managing logistics for a variety of special projects.
- Managing file intake from UPP’s departments and coordinating delegation of work within legal team.
- Facilitating a smooth communication process between the Legal and Governance team and other internal departments.
- Assuring clarity of action items arising from team meetings, and confirming responsibility for closure and follow-up on the status of open items as requested from time to time.
- Assuming responsibility for planning, organizing, and facilitating internal events, as requested from time to time.
- Supporting internal expense reporting.
- Scheduling and coordinating logistics for meetings and other events.
- Supporting the drafting and dissemination of materials and documents, including legal documents where appropriate.
- Providing support to team members for travel, education, and expense claims related to UPP, as required.
- Other duties as required

QUALIFICATIONS & EXPERIENCE
- Bachelor’s degree, college diploma, or equivalent certification.
- At least 3-5 years of administrative experience in a corporate or professional environment, with direct support to legal and governance professionals.
- Law firm and/or pension industry experience is an asset.
- Strong Outlook and calendaring skills; proficiency in the MS suite of products (Sharepoint and PowerPoint would be an asset); willing to learn new software such as Diligent, Adobe Acrobat Pro, DocuSign, and doodle polls.
- Experience using a knowledge and document management system such as iManage is an asset.

ATTRIBUTES
- A nimble, resourceful team player.
- Excellent interpersonal skills and a positive attitude.
- Able to build positive relationships within the UPP and with external stakeholders.
- Exceptional writing and proofreading skills, able to produce and review documents quickly and accurately.
- Outstanding administrative and organization skills, detail-oriented, able to prioritize and multitask.
- A proven track record of a proactive “ownership mindset” evident through responsibility and accountabil

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