Legal Operations & Administration Specialist

VCNA • Toronto, ON

1d • Hybrid

About The Position

The Legal Operations & Administration Specialist supports the efficient, effective, and visible functioning of the legal department. This role combines legal operations, technology enablement, knowledge management, and core administrative responsibilities. The position is responsible for improving processes, managing legal systems and information, supporting financial and reporting functions, and ensuring the smooth day-to-day administrative operation of the legal team. This role requires both strategic thinking and hands-on execution, including responsibility for detailed administrative tasks such as document management, record-keeping, and file organization. This role is a hybrid position combining: Legal operations and process improvement, Technology and knowledge management, Core administrative and record-keeping responsibilities. Success in the role will depend on the ability to balance hands-on administrative execution with continuous improvement of how the legal function operates.

Requirements

• Completed post-secondary degree or diploma in a legal, business or technology area of study
• Experience in a legal department, law firm, or similar professional services environment
• Experience with legal operations, legal administration, or office management functions
• Strong proficiency in Microsoft 365 tools, including SharePoint, Excel, and PowerPoint
• Strong organizational and file management skills with high attention to detail
• Ability to manage both strategic initiatives and routine administrative tasks
• Process-oriented with a focus on continuous improvement
• Strong communication and presentation skills
• Comfortable working with data, reporting, and metrics
• Proactive, resourceful, and able to operate independent

Nice To Haves

• Law Clerk certification or experience as a law clerk not required but helpful
• Experience with legal technology systems (e.g., e-billing, document management) is an asset

Responsibilities

• Support the development and tracking of key performance indicators (KPIs) for the legal department
• Prepare regular reports, dashboards, and presentations for internal stakeholders
• Manage legal quarterly reserve reports
• Assist in identifying opportunities to improve efficiency, workflows, and service delivery
• Support implementation of departmental initiatives and process improvements
• Administer and maintain legal systems, including document management systems, SharePoint, and other legal technology tools
• Assist with legal database processes, including opening matters and setting reminders
• Identify and implement opportunities to improve efficiency through technology
• Act as a liaison with IT for system enhancements, access, and troubleshooting
• Support adoption of new tools and processes across the legal team
• Maintain and enhance the legal team’s SharePoint/intranet site
• Organize legal templates, precedents, and guidance materials
• Improve accessibility and usability of legal resources for internal clients
• Continuously improve and streamline legal intake and other legal processes
• Support development of standardized materials and self-service tools
• Possess general awareness of location of data and assist on information retrieval in response to company or auditor requests for information
• Manage litigation hold process
• Manage legal billing processes, including invoice intake, review coordination, and tracking
• Support accruals, budgeting, and spend reporting
• Maintain records relating to external counsel and other legal vendors
• Assist with cost management initiatives and reporting
• Maintain accurate and organized legal records, files, and databases
• Oversee document and file management systems, including naming conventions and retention practices
• Perform and/or coordinate administrative tasks such as document execution, filing, document organization, matter tracking, reminder-setting, and record-keeping
• Support onboarding of legal team members with respect to training on legal systems and processes
• Ensure consistency and standardization of administrative practices across the team
• Support large projects, including on large transactions and litigation files
• Prepare presentations, reports, and internal communications materials
• Support the legal team’s internal visibility and engagement within the business
• Assist with coordination of internal meetings, materials, and updates
• Works closely with lawyers, law clerks, and functional specialists (e.g., privacy, insurance)
• Interacts with Finance, IT, and other corporate functions
• Supports the legal team across all business areas (aggregates, concrete, cement, and related operations, if you want to include that specificity)

Benefits

• Training, professional development
• Tuition reimbursement/assistance
• Competitive wages, vacation and holiday time
• Medical, dental, vision, disability and life insurance
• RRSP and DC (CAN) and 401K (U.S.)
• Lifeworks Employee Assistance Program (EAP): confidential support for you and your family (CAN)
• Educational scholarship program for dependents of regular salaried employees.
• Fertility drug coverage
• Paid Maternity Leave Top Up

What This Job Offers

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