Administrative Assistant (Legal & Finance)

Our client is seeking an enthusiastic and highly organized Administrative Assistant to provide vital business support to the Corporate Legal Services and Finance teams.

Please note that the role works full-time onsite (no remote work options).

Responsibilities:

The specific duties and responsibilities for this position include but are not limited to the following:

Corporate & Transactional Support

• Assist with tracking commercial and corporate transactions.
• Prepare and flag execution copies of corporate documents and assist in coordination of electronic and physical signing packages.
• Prepare corporate memorandums for newly incorporated entities.

Departmental Finance & Invoice Management

• Manage secondary signature approval process, including accurately logging, tracking and coordinating delivery/pick-up of cheques as needed.
• Coordinate approval and processing of legal invoices.
• Open bank accounts for corporate entities.
• Assist in the coordination of newly issued financial instruments (ex: bank drafts, certified cheques, letter of credits, etc.).
• Assist in the coordination of the cash call process.
• Assist in the coordination of profit and equity distributions to internal and external investors.
• Assist in processing stop payments.

Records & File Management

• Open, maintain, and organize electronic and hard-copy files following office filing protocols.
• Ensure the effective administration and upkeep of departmental document management systems.
• Collect data from servers, GeoWarehouse, and internal documents to maintain corporate files.

Administrative Support

• Handle general administrative tasks including photocopying, booking meetings and rooms, ordering supplies, and restocking materials.
• Draft letters, memos, and other correspondence.
• Manage departmental IT needs and coordinate service requests.
• Prepare documents and files for meetings and appointments.
• Respond to external and internal inquiries promptly and provide appropriate follow-up.
• Maintain tracking sheets for various deadlines.
• Demonstrate strong teamwork by supporting colleagues, covering absences, and maintaining confidentiality.
• Manage all courier shipments, and oversee all incoming and outgoing mail for the Legal Services Department.
• Perform additional tasks and provide support as required.

Desired Qualifications & Skills:

• Bachelor’s degree in Finance, Accounting, or Business preferred, or Legal Assistant / Law Clerk diploma.
• Previous administrative and/or corporate office experience preferred.
• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Collaborative team player willing to take instructions well from both managers and peers.
• Excellent oral and written communication skills. Must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization.
• Self-motivated and reliable professional who produces high-quality work independently under pressure.
• Outstanding organization, proofreading, and time management skills tailored for fast-paced environments.
• Possess strong attention to detail.
• Absolute commitment to discretion and handling highly confidential information appropriately.
• Experience using corporate record management systems like Minute Box is an asset.