Executive Assistant - Paralegal

Job description:

We are currently seeking a highly organized and proactive Executive Assistant–Paralegal to fill a vacancy within our Legal & Risk Management department. Reporting to the VP of Legal & General Counsel, this exciting opportunity is ideal for a detail-oriented legal professional who thrives in a fast-paced, collaborative environment. In this multifaceted role, you will provide comprehensive legal, administrative, and operational support to the Legal & Risk Management department, Board of Directors, and internal stakeholders. You will contribute to the effective management of legal workflows, contractual relationships, risk management initiatives, and internal audit activities, while preparing and maintaining accurate, confidential, and compliant legal documentation. This position plays an important role in supporting the department’s daily operations and enabling the delivery of effective, responsive, and high-quality legal services across the organization.

What You Will Do

Legal Support & Coordination:

• Support responses to litigation, and dispute-related matters, including document collection and coordination with internal stakeholders and assisting with the preparation of evidence summaries and timelines.
• Prepare, maintain, organize, and file legal documents, including a wide range of commercial agreements, ensuring accuracy, confidentiality, and compliance with the record retention policy and procedure.
• Assist with the drafting and proofreading of legal documents (contracts, memoranda, applications, responses, resolutions, correspondence, etc.), ensuring version control and audit-readiness.
• Conduct legal, legislative, and policy research, summarize findings and prepare briefing notes and background materials.
• Provide backup support for maintaining corporate governance documents, minute books, and Board policies.

Board & Administrative Support:

• Support the administration of the Board of Directors meetings by maintaining official records, assisting with preparing and distributing agenda packages and supporting materials. Attend meetings, record proceedings, prepare and distribute draft minutes and document and track action items. Research, analyze, prepare, edit and review reports, presentations and correspondence.
• Coordinate the legal intake process by triaging business requests, coordinating with stakeholders, and ensuring timely responses.
• Schedule and attend meetings, prepare and distribute agendas and minutes, and document decisions and action items for execution or follow-up.
• Monitor deadlines, limitation periods, and deliverables to mitigate risk.
• Support the preparation of timely, accurate and professional executive-level reports and presentations.
• Facilitate responsive and collaborative communication and build/maintain effective relations between the Legal & Risk Management department and internal/external stakeholders (Board of Directors, executives, regulators, external counsel, vendors, etc.).
• Prioritize and coordinate the resolution of requests or issues brought to the department.
• Ensure timely and accurate information distribution to and from the Legal & Risk management department.
• Administer the whistleblowing intake reporting process, including monitoring the program portal and running reports as needed.
• Support the Chief Privacy Officer with policy development and training, Freedom of Information matters, Privacy Breach Investigations, and Privacy Impact Assessments.
• Provide backup support for the insurance program, including filing certificates of insurance, maintaining policy records and tracking renewal and expiry dates.

Risk Management:

• Assist in the execution of Enterprise Risk Management activities, as needed.
• Support the development of risk-related reports by obtaining and compiling data, preparing spreadsheets, and tracking metrics.
• Assist contract owners with risk assessments on commercial contracts, including facilitating third-party information requests, reporting findings, and monitoring third-party remediation.

Internal Audit:

• Provide logistical support for internal audit activities, as required.
• Maintain the central file for audit reports and management action plans.
• Perform other duties related to the above job purpose.

What You Will Bring

We welcome applications from all candidates, including those whose knowledge, skills, and experience have been developed through alternative pathw…