Executive Legal Assistant

1 week ago

Vancouver, Canada Vicuña Full time

Reporting to the Senior Director, Governance & Corporate Secretary, the Executive Legal Assistant will provide administrative support to the CEO and executive team, including legal and governance support for the Corporate Secretary. This position will also have responsibility for office and facility management for the Vancouver office. Key Responsibilities: Provide comprehensive administrative support to the CEO and Corporate Secretary, including managing the CEO's calendar, scheduling appointments, meetings, and events, and preparing multi-currency expense reports. Schedule Board and committee meetings in coordination with management and board members. Administrative support and record management for Corporate Secretary, including coordinating with external counsel for minute book updates, corporate regulatory and statutory filings (CBCA, BC), preparing minutes and agenda for quarterly meetings, coordinating notarization, authentication and legalization of documents. Draft, review, and format internal and external correspondence, presentations, and briefing materials with attention to clarity and accuracy. Coordinate executive meetings, off-site visits, and leadership-level engagements. Assist with the preparation of agendas, meeting materials, and follow-up as needed. Plan management team meetings and events, ensuring smooth coordination. Oversee the effective and efficient operation of the Vancouver office, including managing office resources, vendor relationships, and communications. Manage travel arrangements, including itineraries, connections, and accommodations. Qualifications: Minimum 10 years of experience in a similar role supporting senior executives, with a proven ability to work autonomously. Recognized Paralegal/Legal Assistant certificate or equivalent experience in a legal or governance related environment. Strong organizational and time management skills with the ability to anticipate needs and solve problems proactively. Exceptional communication skills-both written and verbal-with attention to detail. Discretion and professionalism in handling confidential or sensitive information.

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