Intermediate Legal Secretary

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About TMF Group

TMF Group is a leading provider of critical administrative services, helping clients invest and operate safely around the world. We provide legal, financial and employee administration through TMF Group’s teams in 120 offices.

Discover the Role

We are seeking an organized, detail-oriented, and proactive Intermediate Legal Secretary to join our team in Toronto. This role supports a broad range of corporate compliance, governance, and record maintenance functions, with a focus on corporate legal documentation, regulatory filings, and minute book management. The successful candidate will bring strong experience in corporate law, sound judgment, and the ability to manage multiple priorities in a fast-paced environment while maintaining a high standard of accuracy and professionalism.

Key Responsibilities

· Prepare, review, and coordinate a broad range of corporate legal documents relating to incorporations, extra-provincial registrations, amalgamations, dissolutions, revivals, and other routine corporate transactions.

· Draft and process standard corporate maintenance documentation, including annual resolutions, changes to directors, officers and registered office, dividend resolutions, share provisions, share issuances and transfers, and other routine corporate approvals.

· Prepare and coordinate regulatory filings, including annual returns, amendments, renewals, and other required corporate filings across applicable jurisdictions.

· Conduct corporate profile searches, name searches, public registry searches, and related filings, and summarize findings where required.

· Review the corporate records and minute books of newly onboarded client corporations, identify corporate housekeeping deficiencies, and assist in determining the steps required to regularize and update records.

· Assist with compliance processes relating to beneficial ownership transparency requirements, including the collection, review, and maintenance of UBO / ISC-related information, where applicable.

· Liaise professionally with external counsel, government authorities, service providers, and internal stakeholders in connection with corporate records, filings, and governance matters.

· Maintain and update corporate databases, entity management systems, and internal trackers to ensure information is accurate, reliable, and readily accessible.

· Maintain, organize, and update physical and electronic minute books to ensure corporate records are complete, accurate, and current.

· Contribute to process improvements relating to document management, recordkeeping practices, and compliance tracking.

· Handle sensitive legal and corporate information with a high degree of confidentiality, discretion, and professionalism.

Key Requirements

· Solid experience in corporate governance, compliance, and corporate secretarial support functions.

· Minimum of 3 years’ relevant experience in a legal secretary or similar role, preferably with exposure to corporate law or corporate governance support.

· Strong working knowledge of corporate records, routine corporate maintenance, and regulatory filing requirements, including experience with multi-jurisdictional filings.

· Demonstrated ability to prepare routine corporate documentation accurately and with strong attention to detail.

· Proficiency with Microsoft 365, including Word, Excel, Outlook, and Teams.

· Experience using entity management, database management, or cloud-based corporate records software is considered an asset.

· Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and work effectively in a high-volume environment.

· Excellent written and verbal communication skills, including clear and professional business communication.

· Sound judgment, strong attention to detail, and a careful, methodical approach to documentation and compliance matters.

· Ability to work independently with minimal supervision while collaborating effectively with colleagues and stakeholders across functions.

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Additional Requirements

· Must be legally entitled to work in Canada and able to provide satisfactory documentation upon request.

· Ability to work in a hybrid environment, including 2 days per week in office.

What’s in it for you?

Pathways for career development

• Work with colleagues and clients around the world on interesting and challenging work.

• We provide internal career opportunities, so you can take your career further within TMF.

• Continuous development is supported through global learning opportunities from the TMF Business Academy.

Making an impact

• You’ll be helping us to make the world a simpler place to do business for our clients.

• Through our corporate social responsibility program, you’ll also be making a difference in the communities where we work.

A supportive environment

• Strong feedback culture to help build an engaging workplace.

Our inclusive work environment allows you to work from our offices around the world, as well as from home, helping you find the right work-life balance to perform at your best.

We’re looking forward to getting to know you!