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Corporate Legal Secretary

Apply now Job no: 512040
Work type: Full time
Location: Canada - Toronto
Categories: Client Corporate Secretarial
Office Location: Canada - Toronto

Job Purpose:

The Legal Secretary position plays a key role on the Corporate Services team.  We are looking for an individual who can provide quick, accurate research or corporate information to the Group Corporate Services Manager, staff, regulators and other customers as requested with respect to corporate history, company information, corporate and insurance licensing, director and officer information, and legislation inquiries; supervise maintenance of corporate information; prepare or assist with any corporate reorganization and transactional documents.

Key Responsibilities:

Compliance and Legal:

  • Organizing and attending board and committee meetings and producing resolutions, minutes.
  • Draft minutes and prepare an action point list of the matters arising from the board meeting and forward them to the relevant client for review of the board meeting.
  • Amend minutes and action point list to incorporate any changes suggested and circulate revised list to all board members and persons allocated an action point.
  • Ensuring all Companies Act filings and registrations are made in a timely and accurate manner for the entities. Ensure all other requirements of the Companies Acts or other relevant legislation are met.
  • Maintaining corporate registers (e.g., register of directors, etc.).
  • Assisting to produce powers of attorney.
  • To advise Senior Management on corporate governance/company secretarial matters on a regular basis.
  • To work closely with the Group Compliance Officer and the Group Corporate Services Manager as necessary and appropriate.
  • To assist company Senior Management and the Group Compliance Officer and the Group Corporate Services Manager in advising on managing, mitigating and monitoring corporate governance risks.
  • Notify the required authorities through registered agent of change in directors when applicable.
  • To deal with any other responsibility reasonably assigned by Senior Management and Group Managers.
  • Deal with queries and requests, on a day to day basis from clients, auditors and internal staff
  • To represent the Company in a professional manner and enhance the perception of the Company as client oriented, proactive and dedicated to providing a superior service.

Key knowledge and Requirements:

  • Minimum 3 to 5 years of experience as a Legal Secretary or similar position gained in a legal environment.
  • Extensive minute taking experience, preferably in a legal environment
  • Strong written communication skills with proven ability in the use of the English language
  • Exceptional proofreading is required to ensure the accuracy of the documents and correspondence
  • Ability to type 55 WPM
  • Detail-oriented, analytical, flexible, and able to adjust to changing work demands.
  • Ability to handle sensitive and confidential information appropriately.
  • Experience working on cross functional teams in a highly matrixed environment.
  • Good organizational and time management skills
  • Proficient in computer and Microsoft Word skills
  • College Diploma in Legal Administration/Law Clerk is preferred
  • French language skills preferred but not required  

Key Competencies:

  • Strives for high standards of delivery to clients.
  • Records their time accurately and within deadline in addition to approving time for others.
  • Builds and maintains relationships at all levels across the Group.
  • Will be mindful of cultural differences across a diverse organisation.
  • Communicates (verbally and through written work) information in a clear and concise manner
  • Will manage stakeholders' expectations with regards to delivery, escalating concerns as appropriate.
  • Puts colleagues/ clients at the centre of everything they do to ensure a positive experience.
  • Upholds the values of the organisation in all they do.
  • Trustworthy team member who considers those around them.

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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