Legal Assistant

Urban Legal Recruitment is pleased to be partnering with our esteemed client in the search for a Legal Assistant to join its Calgary-based in-house legal team.

Our client is a diversified organization specializing in modular buildings, remote and workforce housing solutions, together with a digital marketplace for business-to-business crew travel management. They are currently seeking a polished, proactive, and highly organized Legal Assistant to support the General Manager, Legal and play a key role within the company’s in-house legal department.

This is an exceptional in-house opportunity for a legal professional who enjoys variety in their work, thrives in a fast-paced corporate environment, and takes pride in keeping things organized and running smoothly behind the scenes. The successful candidate will play a key role in supporting the day-to-day operations of the legal department while working closely with senior leadership, internal stakeholders, and external advisors.

The ideal candidate will possess exceptional attention to detail, strong judgment, and the ability to handle highly confidential information with professionalism and discretion.

Duties & Responsibilities

• Provide comprehensive administrative and operational support to the General Manager, Legal, including calendar management, meeting coordination, document preparation, expense reporting, and internal and external correspondence;

• Act as a trusted liaison between the General Manager, Legal, internal stakeholders, senior leadership, and external advisors;

• Assist in maintaining and improving legal department processes, templates, records, and knowledge management systems;

• Coordinate internal and external review workflows for continuous disclosure documents, including version control, approvals, and filing timelines;

• Assist with annual corporate registry filing requirements for the company and its subsidiaries;

• Assist with tracking and reporting on litigation matters;

• Assist with provincial small claims court matters, including preparing and filing pleadings and supporting documents, coordinating service of process, maintaining litigation calendars and court deadlines, liaising with court registries and external counsel (where applicable), and tracking the status and outcomes of proceedings under the supervision of the company’s in-house legal counsel;

• Work closely with outside counsel and internal business teams to support the management of the company’s intellectual property portfolio;

• Assist with the administration of contracts and legal agreements, including tracking execution, renewals, and key dates;

• Utilize SignNow and/or other electronic execution platforms to coordinate and track document execution and ensure proper authorization procedures are followed;

• Coordinate with outside counsel regarding billing, engagement letters, and matter management;

• Provide support on special projects and transactions as required by the General Manager, Legal;

• Coordinate travel arrangements for the General Manager, Legal in accordance with company policies;

• Complete purchase orders, corporate and personal expense reports, budget tracking summaries, and related reporting documentation;

• Manage account summaries and prepare instruction letters relating to incentive award plans and coordinate with the company’s transfer agent, as required;

• Provide back-up coverage and support to other Executive Assistants on an as-needed basis; and

• Perform other duties consistent with the role and the needs of the company’s legal department.

Qualifications & Experience

• Post-secondary education in legal administration, paralegal studies, business administration, or a related field;

• Minimum 5+ years of experience in a Legal Assistant or similar role, preferably within a public company or law firm environment;

• Experience supporting a senior legal executive would be considered an asset;

• Experience with lien and court filings would be considered a significant asset;

• Exposure to intellectual property administration and working with external IP legal counsel would be considered a strong asset; and

• Experience working in a fast-paced corporate environment with evolving priorities would be highly valued.

Skills & Competencies

• Exceptional organizational skills and attention to detail, together with the ability to manage multiple priorities and deadlines;

• High level of discretion and professionalism in handling confidential and sensitive information;

• Strong written and verbal communication skills;

• Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook;

• Familiarity with electronic execution software such as DocuSign or SignNow, together with SAP and/or NetSuite, would be considered a significant asset;

• Ability to work independently, exercise sound judgment, and anticipate the needs of the General Manager, Legal and the legal department; and

• A collaborative, professional, and proactive approach to supporting senior leadership and legal teams.

Qualified candidates are invited to submit their resume in confidence to Shona Tischner at View email address on ca.talent.com.

At Urban Legal Recruitment, we are committed to maintaining the highest level of discretion and confidentiality throughout the recruitment process. We thank all applicants for their interest; however, only those selected for an interview will be contacted.