Overview:
Job Title: Legal Administrator and Executive Assistant
Department(s): Legal
Reports to: Vice-President Legal, General Counsel & Secretary
Location: 22 Adelaide Street West, Toronto (hybrid model)
Status: Regular Full Time
Job Vacancy Status: Vacant and actively accepting applications
This position provides executive level administrative, legal, technical, and operational support in an environment requiring the use of good judgment, initiative, independence, discretion, professionalism, and confidentiality.
This position is the operational foundation in maintaining all legal and business affairs records, systems, and processes, including corporate secretarial, copyright, trademark, privacy, compliance, and finance matters. The role requires professionalism and integrity in regular interactions with management at all levels in a global company, including the Legal and Contracts Administration team, the Publishing Leadership Team, colleagues, and external parties.
Responsibilities:
This position will be responsible for performing the following duties:
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Management and maintenance of departmental systems and processes;
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Management and maintenance of digital and physical copyright registration procedure and trademark administrative support;
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Records and file management;
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Calendar management for the General Counsel and legal team;
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Administrative support for Legal and Contracts Administration team, including document and report preparation;
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Assistance with departmental and committee meetings, events, and presentations, including scheduling, organizing, boardroom set-up, preparation and distribution of materials and minutes;
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Travel management, including bookings and expense reconciliation;
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Invoice processing and expense management including vendor onboarding, expense reconciliation, and month-end and year-end accounting support;
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Corporate secretarial support, including maintaining corporate records databases;
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Compliance support as needed;
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Liaising with internal and external stakeholders at all levels; and
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Other duties and projects, as assigned.
People & Culture
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Maintains a high degree of discretion, integrity, and confidentiality at all times;
- Demonstrates a high degree of organizational EQ. Knows when and how to involve others to achieve organizational objectives.
- Takes a solutions-oriented approach in dealing with challenges; resolves issues in a calm and self-possessed manner.
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Works in a collaborative and constructive manner with team and cross-functional partners.
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Shows initiative, independence, and drive to succeed.
- Exercises outstanding judgment and discretion.
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Demonstrates ability to anticipate needs.
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Works to build positive relationships across the company.
Qualifications:
- 5+ years experience as an Executive Assistant, Legal Assistant, or as a Legal and Business Affairs Administrator, corporate clerk, or corporate paralegal, preferably a large corporate in-house setting.
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College/University education, paralegal, law clerk, or contracts administration training is a strong asset.
- Excellent business communications skills, both written and verbal.
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Detail-oriented, solutions-driven, flexible, and creative.
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Advanced computer skills; Excellent working knowledge of MS Outlook, Word, and Excel is required, working knowledge of PowerPoint is an asset.
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Experience with document and records management systems (e.g., SharePoint, DocuShare)
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Familiarity with corporate finance processes, vendor onboarding systems, or compliance tools is an asset.
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Ability to learn and understand multiple complex systems.
- Outstanding organizational skills, time management and an ability to prioritize tasks and work independently on confidential matters.
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Ability to work well under pressure, to balance competing priorities, and meet strict deadlines.
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Comfortable working with all levels of the organization and ability to foster strong relationships.
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Team player with excellent interpersonal skills.
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High degree of self-motivation and energy.
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Excellent work ethic, proactive and the desire to continuously learn and improve.
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Sense of urgency, diplomacy, confidentiality, integrity, and discretion.
Working conditions
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This position operates in an office environment: currently 1-2days in office.
Physical requirements
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This position often requires periods of sitting and keyboarding as well as periods of unboxing and boardroom set-up.
About HarperCollins Canada and Harlequin
Harlequin is a leading publisher of commercial fiction and narrative nonfiction. We publish more than 100 titles a month that reach audiences globally. Encompassing highly recognizable imprints that span a broad number of genres, we are home to many award-winning New York Times and USA TODAY bestselling authors. Harlequin is a division of HarperCollins Publishers, the second-largest consumer book publisher
in the world. Through HarperCollins’s global publishing program, Harlequin titles are published in 17 countries and 16 languages.
The salary range for this position is $57,000-$65,000. We recognize that attracting the best talent is key to our strategy and success as a company. As a result, we aim for flexibility in structuring competitive compensation offers to ensure we are able to attract the best candidates. The quoted salary range represents our good faith estimate as to what our ideal candidates are likely to expect, and we tailor our offers within the range based on the selected candidate's experience, industry knowledge, technical and communication skills, and other factors that may prove relevant during the interview process.
Known worldwide for the quality of its list, HarperCollins Canada is the proud home of many bestselling and award-winning authors, including Esi Edugyan, Heather O’Neill, and Lawrence Hill. It is our vision to publish the best books of our generation and to work with authors over the length and breadth of their careers. Our authors are at the centre of everything we do. In addition to the Canadian publishing program, HarperCollins Canada is responsible for the sales, marketing, and publicity of HarperCollins titles from around the globe.
HarperCollins Canada and Harlequin are Equal Opportunity Employers committed to equal employment opportunities. Employment decisions are based on job requirements and the skills, knowledge, and experience of the candidate, regardless of any other factors unrelated to job performance.
HarperCollins Publishers is committed to providing reasonable accommodation for qualified individuals with disabilities, in our job application and/or interview process. If you need assistance or accommodation in completing your application, due to a disability, email us at
[email protected]. Note: we will only respond to accommodation requests.
We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.
