Executive Assistant, Legal

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange and numerous innovative organizations enhancing capital markets.

United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

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Reports to: Chief Legal & Enterprise Corporate Affairs Officer

The Executive Assistant, Legal (“Legal EA”) provides superior, high-quality executive level operational and administrative support, and reports directly to the Chief Legal and Enterprise Corporate Affairs Officer (the “CLO”). The Legal EA is a member of the group of Executive Assistants who support the Senior Management Team.

The Legal EA is responsible for the effective and efficient administration to ensure an organized and smooth running practice for the CLO and generally assist the CLO in optimizing the use of her time.

As the main support for the CLO, the Legal EA will be a point of contact for all business needs with a high level of professionalism and in a manner that reflects positively on the organization. The Legal EA will have a high degree of communication with high-level contacts including the Board of Directors, the Senior Management Team, external industry contacts such as regulators, legal teams, and other stakeholders.

Key Accountabilities:
Proactive day-to-day executive administrative support that enhances the efficiency of the CLO’s practice which includes:- Oversee all incoming and outgoing communications - Review correspondence and initialize action where possible- Deliver sophisticated calendar management to coordinate and manage an active, complex calendar for the CLO - booking meetings and appointments (resolving scheduling issues - prioritizing requests while avoiding conflicts), organizing attendance across time zones, and making any necessary travel arrangements- Coordinate logistics of attendance at various meetings, seminars, workshops, special projects or events as needed- Screen incoming telephone calls; take and deliver accurate messages- Coordinate meetings, business communications, conferences and seminars (preparing agendas, catering, booking venues, developing agendas, coordinating invitees, set up, etc.).- Management of contacts and files- Handle sensitive matters and correspondence with a high level of discretion, confidentiality, and good judgment- Respond to and resolve general and confidential inquiries, working closely with other internal departments, as well as external contacts- Liaise with the senior management team and those who report directly to the CLO- Keep the CLO updated; anticipate the CLO’s needs in advance of meetings and ensure accurate meeting/informational materials are provided as needed- Support technical needs, particularly related to coordinating virtual meetings on various platforms- Administration of business expenses and vendor invoices- Coordinate and complete special projects/assignments- Other general support and administration duties as the need arises

Must haves:
- A minimum of 10 years’ experience in the legal field and/or corporate environment as an executive assistant supporting a legal executive or corporate executive level- Adept level of relationship acumen to navigate complex situations that require a high degree of discretion, judgment and prioritization- Excellent communication skills (both written and verbal) with a high level of confidence and professionalism- Exceptional organizational, time management and problem-solving skills- Capable of managing multiple responsibilities with flexibility and adaptability while maintaining a high quality of work- Attuned to schedules and preparing files in advance of meetings- Proficient in Microsoft Suite and Adobe Suite, as well as some knowledge of online collaborative tools such as Google Meet, Microsoft Teams, WebEx and Zoom- Meticulous eye for detail and accuracy- Ability to confidently handle oneself with a wide range of stakeholders (e.g., business partners, clients, Board members, employees)- Proven self-starter who takes initiative and thrives in a fast-paced environment

Nice to haves:
- Familiarity with Google Suite

Working Environment: Hybrid model - 2-3 days/week in Toronto office

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Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets Experience the movement of the market while grounded in the stability of close to 200 years of success.

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