Document Specialist

7 days ago

Toronto, Ontario, Canada Ombudsman Ontario Full time
About the Role

We are seeking a highly skilled Document Specialist to join our team at Ombudsman Ontario. As a key member of our investment support team, you will play a critical role in providing administrative, accounting, and legal assistance to our Corporate Secretary and Chief Investment Officer.

Key Responsibilities
  • Provide legal document support for investments in venture capital funds and private companies
  • Conduct inventory of files on a regular basis for audit purposes
  • Prepare, review, and edit complex investment, financial, and accounting legal documents
  • Assist in the closing of financial transactions by coordinating, organizing, and preparing all closing documentation related to corporate/commercial transactions
  • Prepare and coordinate legal documents for execution
  • Assist with basic contract administration/management of external service providers
  • Assist with basic accounting in support of renumeration and capital calls
  • Provide corporate secretarial support to Board/committee meetings
  • Perform a variety of administrative and clerical duties
RequirementsTechnical Knowledge and Skills:
  • You have knowledge of legal procedures, terminology, and formats to produce, prepare, and compile a wide variety of complex legal documents (e.g., closing binders, memoranda, summaries, resolutions) and related material
  • You are familiar with legal, financial, and accounting terminology to compose from oral or written instruction, understand, and provide information correctly and to assist with basic contract administration/management of external service providers
  • You have knowledge of basic accounting practices to calculate, check, process, and track board/committee member claims and invoices
  • You have experience with document management to ensure the proper filing and archiving of complex legal documents
Communication and Interpersonal Skills:
  • You have excellent verbal communication skills to appropriately interact with members of the legal profession, senior staff of private sector-based portfolio companies, venture capital funds, and all levels of government
  • You are able to prepare a wide variety of complex legal documents (e.g., closing binders, memoranda, summaries, resolutions) and related material
  • You can draft minutes that involve discussion of complex legal and financial matters and can prepare routine correspondence, memoranda, and reports
  • You have excellent interpersonal skills, tact, diplomacy, and discretion to deal directly with members of the legal profession both in the public and private sector and with ministry staff
Judgement, Analytical, and Problem-Solving Skills:
  • You have sound judgment, acuity, analytical, and problem-solving skills
  • You can prioritize workload and ensure deadlines and timeframes are met
  • You can coordinate and carry out multiple tasks simultaneously
  • You are able to work well under pressure, within tight deadlines, and at times with conflicting priorities
  • You are able to handle confidential material and exercise discretion when dealing with commercially sensitive and confidential matters
Computer Skills:
  • You are proficient with office equipment, PC, and related fully programmable software (e.g., for word processing, spreadsheet, graphics, presentation, scheduling, and tracking)
  • You are proficient in using Excel for financial and accounting tasks
  • You are able to create and edit complex legal documents as directed, manipulate text to produce letters, memoranda, and legal documents according to established procedures

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