Legal Administrative Coordinator - Legal Services - Regular Full-Time 2026-18615

Summary of Duties

Reporting to the Chief Legal and Compliance Officer and General Counsel (“CLO”), the Legal Administrative Coordinator (“Coordinator”) will provide advanced administrative and operational support to the CLO and the Legal Services Department. The successful candidate will manage the CLO’s calendar, coordinate meetings and communications with internal and external stakeholders, prepare meeting materials, and liaise regularly with corporate services (IT, Human Resources, Facilities, Maintenance and Finance), research services (Finance, Technology Transfer and Research Ethics), and Executive Assistants for the Senor Leadership Team. The Coordinator will also provide assistance on a wide range of organizational and departmental projects.

The Coordinator will support departmental operations by maintaining effective workflow and bring-forward systems, managing shared inboxes, coordinating document execution processes, and providing backup file coordination support as required. This role includes maintaining legal files and databases, tracking budgets and invoices, processing expenses, and ensuring the accuracy and organization of departmental records and systems.

This position requires a high degree of discretion, organization, and attention to detail, as well as strong communication skills and the ability to effectively engage with a broad range of stakeholders. The successful candidate will demonstrate initiative, sound judgment, and the ability to manage multiple priorities in a fast-paced environment, while supporting a collaborative and team-oriented workplace.

The Legal Administrative Coordinator role includes, but is not limited to the following:

Assistant to the Chief Legal and Compliance Officer and General Counsel (“CLO”):

• Manage the CLO’s calendar, including scheduling and coordinating meetings with internal and external stakeholders
• Maintain the CLO’s OneNote, ensuring meeting details, agendas, and materials are accurate and up to date
• Handle document filing in the Legal database system, including correspondence, drafts and invoices
• Prepare, circulate, and file agendas and minutes for recurring meetings
• Serve as a key point of contact, communicating with internal and external stakeholders on behalf of the CLO and Legal Services
• Maintain a bring-forward system; prioritize daily workflow and provide regular updates to the CLO to ensure timely follow-ups
• Draft, edit, finalize, and distribute legal correspondence on behalf of the CLO
• Process invoices from external law firms and vendors, coordinating approvals and submissions to Accounts Payable
• Submit expense claims through the Concur system
• Develop and maintain tracking tools (e.g., spreadsheets) for legal budgets, invoices, and interdepartmental cost transfers
• Manage Zoom accounts and virtual meeting logistics for the CLO and Legal Services Department
• Create and update presentations and materials (Excel, PowerPoint) for the CLO’s speaking engagements
• Other duties as requested

Support to the Legal Services Department:

• Provide administrative support to Senior Legal Counsel (Research and Corporate), including calendar management, meeting coordination, and file maintenance
• Respond to administrative requests from Legal Counsel and Legal Paraprofessionals
• Provide back-up support to the Legal Database Coordinator during absences or high-volume periods:

• Process submissions through the Legal database system
• Assign files to legal team members
• Monitor and respond to the general legal inbox
• Route agreements for signature via Adobe Sign

• Oversee day-to-day administrative operations of the Legal Services Department, including developing and maintaining standard operating procedures and departmental resources
• Monitor inventory and order departmental supplies as required
• Prepare and submit weekly departmental timesheets to payroll
• Support the development and implementation of processes, procedures, and systems to improve efficiency and workflow
• Assist leadership in managing operational standards, including vacation tracking and office equipment procurement
• Coordinate recruitment activities, including job postings, interview scheduling, and onboarding logistics, as well as manage performance review processes by gathering feedback and organizing review schedules for current staff
• Prepare internal communications, educational materials, and departmental updates as directed
• Plan and coordinate departmental training sessions, educational initiatives, and team events, including meetings, celebrations and staff engagement activities

Qualifications:

• College Diploma in Legal Office Administration
• 3–5 years of senior-level administrative experience, preferably in a legal environment
• Strong knowledge of legal terminology; familiarity with medical terminology is an asset
• Excellent organizational, communication, and interpersonal skills, with demonstrated tact, diplomacy, and sound judgment
• Ability to work independently with minimal supervision in a fast-paced, team-oriented environment
• Strong problem-solving skills, initiative, and ability to manage multiple priorities and tight deadlines
• Advanced proficiency in Microsoft Office (particularly Excel and PowerPoint), Adobe Acrobat, and ability to quickly learn new systems
• Experience working with diverse clients, staff, and organizations is an asset