Senior Legal Assistant & Law Clerk

  • Scotiabank
  • Toronto, Ontario, Canada
  • Dec 18, 2017
Full time Law Clerk Legal Assistant Legal Support Paralegal

Job Description

Requisition ID: 15542
Join the Global Community of Scotiabankers to help customers become better off.

Purpose of Job:
The Senior Legal Assistant/Law Clerk contributes to the efficient operation of the Legal Department by performing a wide range of administrative and law clerk duties, of a highly technical, complex and confidential nature.

Major Accountabilities:The incumbent provides assistant support by:
composing/drafting legal documents under the direction of counsel, including basic internal and external correspondence, reports, memoranda, presentations, using templates and precedents; converting documents from PDF to an editable Word format;
responding to, and completing requests sent to the Legal Admin mailbox within a predetermined time line;
creating and maintaining both manual and online filing systems;
receiving, logging and distribution of courier deliveries and legal servings;
database management, updating lawyer information, creating and updating administrative Standard Operating Procedures;
working with other business lines within the Bank (at various levels of seniority) and external counsel, (including tracking, reviewing and arranging for payment of invoices);
coordination of meetings, managing principals’ calendars, arranging video conferencing, managing appointments, arranging for the registration and payment of memberships, licences, seminars; travel arrangements, overseeing corporate expense cards, and preparation of expense statements;
making travel arrangements and preparing expense reports;
covering vacation absences of other members of the legal administrative team; and
other special projects and responsibilities, as assigned

The incumbent provides Law Clerk support by:
composing/drafting Power of Attorneys, Deeds of Release, Affidavits of Execution, and True Copies, under the guidance of a lawyer, and external law firms, along with various business lines (at various levels of seniority) within the Bank;
ensuring documents meet with local jurisdiction approval and conform to the specific requirements of the consulate, while also remaining Bank compliant;
arrange for the execution of the documents by the appropriate Board appointed officers of the Bank;
working with the Secretary’s Department to obtain the executed documents – including Secretary’s Resolution; Chartered Affidavit and the By-laws of the Bank;
maintaining tracking of required action items and deliverables regarding the processing of Powers of Attorney;
arranging for the authentication and legalization of Power of Attorneys and other legal documents;
managing precedents of existing Power of Attorneys as required to ensure they continue to be Bank compliant;
ordering, as needed, notarized Certificates from the Office of the Superintendent of Financial Institutions Canada;
as required, notarize one-off documents for other business lines;
tracking and reporting monthly International Hours for billing purposes;
participate in the preparation & distribution of monthly and quarterly reports within a specific deadline.

Education/Work Experience/Designations:
The employee must possess a Law Clerk’s diploma, and a minimum of 4 years of legal administrative and law clerk experience, at a top tier business law firm, or an in-house legal department with a sophisticated financial services legal practice.

Required Competencies:
exceptional communication skills (written & oral)
advanced computer skills, proficiency with MS Office (Word, Excel, PowerPoint and Outlook), Adobe and the internet
team player with the ability to work independently
strong knowledge of legal concepts and contractual language
high level of judgment/organizational skills and initiative to deal with varied duties
ability to exercise discretion when dealing with sensitive, highly confidential matters
the incumbent must be self-motivated and work with only moderate direction.
ability to initiate administrative projects required to support the law practice.
ability to adapt to change on short notice
exceptional organizational skills.
ability to multitask.


Location(s): Canada : Ontario : Toronto
As Canada’s International Bank, we are a leader when it comes to inclusion. We are a diverse and global team, speaking more than 100 languages with backgrounds from more than 120 countries. We value the unique skills and experiences each individual brings to the bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. Candidates selected for an interview will be contacted directly. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to provide as seamless a recruitment experience as possible.

Practice Area(s)

Banking Law