Legal Executive Assistant Job

Job Overview

Toronto, Ontario
Job Type
Full Time
Salary / Compensation
Details Not Provided
Date Posted
8 months ago

Additional Details

Good Exp. Required (5 - 9 Years)

Job Description

Why you’ll love working here:

  • high-performance, people-focused culture

  • our commitment that equity, diversity and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves

  • learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth

  • competitive, 100% company-paid extended health and dental benefits for permanent employees with recent additions to promote inclusive coverage to a diverse employee population. These recent additions include gender affirmation and fertility drug and treatment coverage

  • membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

  • access to an annual wellness reimbursement program for health and wellness-related expenses for permanent employees

  • virtual fitness, yoga and meditation classes, nutritional consultations and wellness seminars

  • we offer a hybrid flexible work model that embraces remote work in Ontario for eligible roles

  • the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary

The Executive Assistant provides confidential administrative support to SVP & General Counsel (GC). Executive Assistants at HOOPP work with the Office of the CEO team members to ensure the timely and quality outcome of all Board of Trustee and Committee meetings, Corporate Events (including the United Way campaign) and Executive Team activities. The EA will actively participate in all EA educational and administrative improvement initiatives and provide backup services to other EAs/ SVPs when required.

What you will do:

  • Provide confidential administrative support to the GC and proactively co-ordinate and manage the GC’s schedule
  • Ensure the GC is fully prepared and supported for meetings and events with relevant information and materials
  • Receive internal and external inquiries and determine priorities for the GC’s attention, take appropriate actions, disseminate information and follow-up, as necessary
  • Draft, review, edit and, format reports, presentations, proposals, correspondence, and other documentation
  • Ensure all reports and documents prepared for the HOOPP Board and Committee meetings meet quality standards and are delivered to the Office of the CEO within the strict timelines of the Board’s meeting and mailing schedule
  • Gather information and research on various topics related to Board documents
  • Co-ordinate revisions to various Delegations of Authority
  • Collaborate with other divisions and prepare documentation and communications with HOOPP’s custodian to advise of various changes in delegations, staffing, Certificates of Incumbency, etc.
  • Act as the divisional Records Manager and maintain and/or dispose of divisional records in accordance with HOOPP’s records management practices and maintain a disposition register
  • Interact with divisional and organizational staff to expedite action
  • Review and draft internal and external correspondence
  • Manage the GC’s expense reports, professional designations, memberships, CPD requirements, conference attendance and travel arrangements
  • Maintain strong knowledge of divisional, corporate and Board policies and procedures
  • Maintain a manual for various divisional processes and procedures
  • Plan divisional meetings and events and support corporate events and campaigns
  • Maintain the strictest level of confidentiality and discretion with respect to the GC’s work
  • Provide other administrative support as required

What you bring:

  • University Degree or college education in law-related discipline (e.g., Legal Assistant, Law Clerk, Paralegal) or equivalent extensive executive administrative experience
  • Min. of 5 years of experience providing legal executive administrative support in a corporate business environment or law firm
  • Experience supporting senior executives or lawyers with corporate governance and board reporting
  • Track record of producing high-quality work in a deadline-driven environment
  • Highly organized with demonstrated experience in project coordination
  • Excellent oral and written communication skills
  • Relationship builder with excellent interpersonal skills and the ability to interact with individuals at all levels of the organization
  • Self-starter and quick learner with exceptional attention to detail, accuracy, and a commitment to timeliness
  • Analytical, critical thinker and proactive problem-solver with a high degree of initiative and strong follow through
  • Ability to work both collaboratively as part of a team and independently with minimal supervision
  • Readily adaptable to changing priorities and depends
  • Highly ethical with excellent professional judgment, integrity, and discretion in handling sensitive and confidential information
  • Innovative and supportive of positive changes in processes, procedures, and technology, and committed to continuous improvement and service excellence
  • Commitment to HOOPPs values: Trustworthy, Professional, Accountable, Collaborative, Compassionate
  • Advanced skills in MS Office (including Outlook, PowerPoint, Word, Excel), and experience with DocuSign, Workday, ServiceNow, iManage, File Manager, and video conferencing platforms (Teams, Zoom, Webex, etc.)
  • Ability to adapt quickly to new technologies including document management systems


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