Headquartered in Toronto, the Canada Infrastructure Bank (CIB) is responsible for investing in new infrastructure projects. The CIB's mission is to work with provincial, territorial, municipal, federal, Indigenous and private sector investor partners to transform the way infrastructure is planned, financed and delivered in Canada.
We are currently recruiting for a Legal Administrative Coordinator (Bilingual) to join our dynamic and highly collaborative legal team. The successful candidate will be responsible for providing day-to-day administrative support to the EVP & Chief Legal and Information Officer and will work closely with the VP, Enterprise Legal, as well as providing additional support to the other professionals within the CIB's legal team. The core responsibilities will include document management (e.g., routine correspondence, record-keeping and reporting), meeting planning and scheduling with internal and external stakeholders, travel reservations, expenses/budget planning support, and tracking key deliverables for the legal team. The Legal Administrative Coordinator (Bilingual) will also act as backup administrative support for other team members as needed.
The ideal candidate will be a self-starter who possesses a positive, team-player mindset. This role requires someone with strong interpersonal skills who is proactive at problem-solving.
Your responsibilities include:
- Prepare, edit and/or proofread sensitive and confidential information relating to the day-to-day accountabilities and activities of the legal team and broader organization (e.g., internal policies and procedures, reports prepared to management committees and the board of directors)
- Support legal professionals to prepare documents, correspondence and other communications with internal and external stakeholders, as well as administrative management of files in accordance with the CIB's document management policies and practices
- Utilize project management skills to help organize, track and follow up on corporate initiative timelines and critical paths that are the responsibilities of the legal team
- Coordinate and manage meetings, including collaboration with executive and administrative assistants from other departments on management availability and scheduling
- Arrange, confirm, and prepare briefings for scheduled meetings by obtaining relevant background information, materials, and supporting documents prior to each meeting to properly prepare the senior leadership team
- Plan, organize, and manage various virtual and on-and-off site meetings and special events, including meetings with the board of directors, employee(s) and with stakeholders, industry groups, and other external parties
- Make travel and other logistics arrangements and prepare itineraries and agendas, and complete expense reports, for the board of directors and the senior leadership team within the Travel & Hospitality Expense Policy
- Provide guidance on the expense report process, review and verify expense reports from the board of directors and legal team employee(s) being submitted to the Executive(s) for approval are in line with the Travel & Hospitality Expense Policy
- Anticipate needs, prioritize tasks appropriately, and apply experience in making decisions and promoting solutions with limited guidance
- Accommodate and complete staff requests while managing challenging times and deliverables from across the organization
- Liaise with IT support to resolve any technical issues
Conduct work in a professional, friendly, accessible and approachable manner
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Your ideal profile:
- Five (5) years or more experience working as an Administrative Assistant or Legal Assistant in a law firm, office or department where legal matters constituted a substantial part of the day-to-day work responsibilities
- Legal Assistant Certificate/Diploma, undergraduate degree or equivalent education and experience
- Bilingual (French and English) – written and verbal (perfect command of terminology, syntax, grammar and punctuation)
- Proficient in Microsoft Office (Outlook, Word, Calendar, Excel and PowerPoint), with a proven ability to learn and use new software as required
- Experience that demonstrates outstanding judgment and organizational skills with attention to detail, the ability to manage and prioritize various competing demands, and the highest level of client service and response
- High degree of tact and diplomacy, as well as absolute discretion in handling and dealing with confidential, sensitive information
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, government officials, external clients
- High level of time management and organizational skills, with demonstrated ability to prioritize and manage multiple tasks and projects in a fast-paced environment
- Ability to exercise sound judgment and problem-solving skills in a variety of situations, and to proactively identify requirements
- Flexible and willing; demonstrate a "can do" attitude and demonstrated support for and deal with continuous change
- Capability to work independently with minimal supervision while working as a team player
- Flexibility to occasionally work outside of regular hours is required to support meetings, events or special requirements
We thank you for your interest. Only those selected for further screening or an interview will be contacted.
Don't forget to follow us on LinkedIn and on X (formerly Twitter) @cib_en or @bic_fra.
At the CIB, we are committed to diversity and equitable access to employment opportunities. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let us know at [email protected] and we will work with you to meet your needs.
For more information on our company, visit www.cib-bic.ca.
