Legal Assistant

Job Details
Description
THE OPPORTUNITY:

LEGAL COORDINATOR REPORTS TO VP, GENERAL COUNSEL & CORPORATE SECRETARY, OR HIS DESIGNATE

THE ROLE:

Reporting to the Vice President, General Counsel & Corporate Secretary or designate, the Legal Coordinator provides administrative and operational support to the Corporate Legal team. The Legal Coordinator is responsible for organizing legal documents, coordinating routine legal and compliance matters, maintaining legal records, and supporting the team’s day-to-day workflow.

This is an entry-level position within a growing Corporate Legal team. The successful candidate will be detail-oriented, organized, responsive, and able to manage multiple priorities in a fast-paced environment.

ACTIVITIES:

The duties and responsibilities of the Legal Coordinator include, but are not limited to:

Coordinate regulatory filings and applications for hotel licences and permits, including liquor, business, food, and elevator permits.
Support Know Your Customer (KYC) and payment-processor onboarding by gathering and organizing required corporate information and documentation.
Assist with the review and coordination of routine operational contracts, including vendor, service, maintenance, equipment lease, NDA, and payment-processing agreements.
Maintain legal documents, corporate records, entity information, and contract records in electronic filing and document-management systems.
Coordinate document execution through DocuSign, monitor signature status, and file completed documents.
Manage, track, and process legal invoices and Concur expense reports, including coordinating approvals and liaising with Accounts Payable.
Maintain legal trackers, status reports, and workflow records.
Liaise with hotel teams, internal departments, external counsel, vendors, government authorities, and other legal service providers.
Use AI tools to enhance workflow management, prepare initial drafts and summaries, organize information, track action items, and improve administrative efficiency, while verifying outputs and maintaining confidentiality.
Provide general administrative support and complete other duties and projects as assigned.

COMPETENCIES WE ARE SEEKING:

Academic/Education Requirements:
Associate degree in paralegal studies, a paralegal certificate, or a bachelor’s degree in business or administration is preferred.
Knowledge, Experience and Skills Requirements:
Minimum (1) years’ experience as an administrative assistant or legal assistant, preferably in a law firm or in a corporate legal department.
Prior experience working for securities or real estate sector is a definite asset.
Intermediate to advanced proficiency in MS Suite (Excel, Word, Power Point) and Internet tools. Ability to blackline documents.
Strong numeracy, research, and proven analytical abilities.
Ability to handle data with utmost confidentiality.
Outstanding written and oral communication skills; highly developed administrative and time-management skills with ability to prioritize work that may have conflicting deadlines.
Highly self-motivated and directed work ethic; keen attention to detail, proven problem-solving abilities.
Strong multi-tasking skill set; ability to effectively prioritize and execute sequential tasks in a highly pressurized work environment.
Highly adept internal customer service orientation.
Experience working in a team-oriented, collaborative environment.

Mental Effort required to perform the job:

Frequent mental attentiveness and listening is required when dealing with Legal tasks.
Frequent mental effort is required in multi-tasking, handling interruptions, and/or Employee/Manager queries, which require constant refocusing.
Frequent mental effort is required in meeting stringent deadlines.
Frequent levels of concentration required for accuracy when dealing with Legal tasks and initiatives.

Physical Effort required to perform the job:

Continuously requires manual dexterity speed and hand/eye coordination for work at a computer.
Periodic lifting of computer hardware and administrative materials such as laptops, physical files, binders, etc.

Responsibility for Resources:

Responsible for work area.
Responsible for confidential Legal and regulatory compliance documents, equipment, and protocols related to the company.

Working Conditions

Continuously working at a workstation assigned by the Manager.
Continuously working in a climate-controlled office.
Infrequently travels to properties, as required.
Frequent meetings (in-person, virtual) to discuss various Legal subject matter.
Temporary hybrid working arrangement, subject to change.
Regular working hours, as required.
Flexible working hours, as required.