Executive Assistant/Legal Administrator (Toronto Hybrid)

HarperCollins Publishers • Toronto, ON

3d • Hybrid

About The Position

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.

Requirements

• 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.
• Excellent business communications skills, both written and verbal.
• Detail-oriented, solutions-driven, flexible, and creative.
• Advanced computer skills; Excellent working knowledge of MS Outlook, Word, and Excel is required, working knowledge of PowerPoint is an asset.
• Experience with document and records management systems (e.g., SharePoint, DocuShare)
• 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.
• Ability to work well under pressure, to balance competing priorities, and meet strict deadlines.
• Comfortable working with all levels of the organization and ability to foster strong relationships.
• Team player with excellent interpersonal skills.
• High degree of self-motivation and energy.
• Excellent work ethic, proactive and the desire to continuously learn and improve.
• Sense of urgency, diplomacy, confidentiality, integrity, and discretion.

Nice To Haves

• College/University education, paralegal, law clerk, or contracts administration training is a strong asset.
• Familiarity with corporate finance processes, vendor onboarding systems, or compliance tools is an asset.

Responsibilities

• Management and maintenance of departmental systems and processes;
• Management and maintenance of digital and physical copyright registration procedure and trademark administrative support;
• Records and file management;
• Calendar management for the General Counsel and legal team;
• Administrative support for Legal and Contracts Administration team, including document and report preparation;
• Assistance with departmental and committee meetings, events, and presentations, including scheduling, organizing, boardroom set-up, preparation and distribution of materials and minutes;
• Travel management, including bookings and expense reconciliation;
• Invoice processing and expense management including vendor onboarding, expense reconciliation, and month-end and year-end accounting support;
• Corporate secretarial support, including maintaining corporate records databases;
• Compliance support as needed;
• Liaising with internal and external stakeholders at all levels; and
• Other duties and projects, as assigned.

Benefits

• 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.
• HarperCollins Canada and Harlequin are Equal Opportunity Employers committed to equal employment opportunities.
• HarperCollins Publishers is committed to providing reasonable accommodation for qualified individuals with disabilities, in our job application and/or interview process.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree