Legal Assistant

  • Shoppers Drug Mart
  • Brampton, Ontario, Canada
  • Sep 22, 2021
Full time Legal Assistant Legal Support Legal Secretary

Job Description

Referred applicants should not apply directly to this role.

All referred applicants must first be submitted through Workday by a current Loblaw Colleague.

 

Location:

1 Presidents Choice Circle, Brampton, Ontario, L6Y 5S5

 

Take ownership and find more ways to care about our local store owners in a career at Shoppers Drug Mart Central Office / Store Support. Provide great service, specific expertise and actionable advice to support Associate-Owners and their staff in delivering the best health, beauty and convenience services to Canadians.

 

Why this role is important?

Reporting to the Vice President, Legal Counsel, this role supports the overall objectives of the VP, Legal who is responsible for advising the business in the areas of leasing, sales/acquisitions, development, operations, regulatory and competition compliance for Loblaw Real Estate.

You are the right candidate for this position if you are curious, thrive in a fast-paced work environment, are open-minded and adaptable to change, and if you have strong organizational skills, attention to detail, and a proven ability to work independently and to anticipate needs. In addition to these qualities, you are the right candidate for this position if you are effective at building and maintaining relationships both with internal groups and colleagues at various levels of the organization, and with external clients.

 

Role Responsibilities Include:

  • Executive Assistance: Ensure streamlined administrative function of the VP, Legal Office including;
  • managing Outlook calendar, scheduling meetings and appointments;
  • assisting the VP to respond to inquiries; preparing correspondence;
  • carrying out appropriate follow ups and acting as a liaison for escalating issues that require support from LRE Legal;
  • organizing data/information/correspondence received by the VP from internal and external parties;
  • supporting the VP with quarterly enterprise reporting;
  • preparing and managing VP’s tracking reports, and assisting the VP with monthly and year-end reporting requirements;
  • managing VP budgets and expenses;
  • assisting with the preparation of the VP’s powerpoint presentations, memorandums and reports;
  • providing ongoing support, research and documentation for the VP’s involvement in committees and working groups;
  • assisting the VP to achieve process improvement efficiencies both within the legal department and between legal department and various client groups;
  • supporting the VP with Law Society of Upper Canada (LSUC) requirements to file annual report, payment of fees and track learning hours as mandated by annual requirement.
  • arranging audio visual requirements, meeting logistics.
  • Administrative Assistance
  • System admin for Legal Tracker (Serengeti) for payment of legal invoices, which includes handling internal & external queries and support. Managing the process from beginning to end.
  • Monitor law firm expenditures versus budget and oversee the processing of all department related invoices. Assist in the preparation of accrual submissions
  • Maintain AFA (alternative fee agreement) tracker and adhere to procurement process and budget;
  • Organize and expedite coordination of internal signatures and manage reporting of and delivery of fully executed documentation
  • Organize and assist with team meetings, manage and track deadlines and conditional dates, and follow up on action items.
  • General administrative duties such as opening files, wire transfers, document redaction, printing, scanning, mail and couriers
  • Program administrator for Workshare Compare and Teraview (Government of Ontario’s land records database to perform searches for liens, writs, instruments, plans, parcel registers and submit title documents for registration).
  • Receive, prioritize and redirect correspondence and messages as appropriate, and oversee LRE Legal Inbox.
  • Support the LRE Legal team with file/document management, including organizing and saving documents to file, as well as searching for documentation required by team members.
  • Provide administrative support on special projects and process efficiencies undertaken by the department, such as creating charts in Excel to be used by the LRE legal team for lease reviews
  • Manage, support and be a subject matter expert (SME) for IT requirements (i.e. OneNote, Content Server, Legal Tracker, Centresuite, GEMS etc.)
  • Be a subject matter expert (SME) for LRE Legal for ongoing process improvement initiatives.
  • Coordinate legal team CLE sessions and internal training requirements.
  • Support onboarding of team members, including promoting use of IT tools & processes
  • Support Culture & People (i.e. Blue Culture, Social Activities, etc.)
  • Assist Legal Team with ad hoc requests

 

Qualifications:

  • Previous experience of 5 or more years supporting an executive in a deadline-driven environment. Experience in a leading law firm, financial institution or a real estate/leasing company is an asset.
  • Strong computer skills (Excel, Word, PowerPoint, Outlook, Database Maintenance); highly computer-savvy as super-user role is required.
  • Experience with Thomson Reuters Legal Tracker and other corporate systems an asset (i.e. SAP, Concur)
  • Ability to work in a highly organized manner where attention to detail, accuracy and confidentiality are critical.
  • Adaptable, creative, open-minded and flexible individual with excellent interpersonal, relationship-building and communication skills who works effectively as part of a team
  • Strong attention to detail and execution
  • Strong problem-solving skills including a proactive approach to working with various people and departments, while demonstrating flexibility
  • Self-motivated; demonstrates a high degree of initiative, sound judgment and confidentiality; ability to work under minimal supervision; demonstrate a positive and open willingness to accept new tasks.
  • Excellent time management skills; with ability to juggle multiple priorities.
  • High level of professionalism and ability to deal effectively with all levels within the organization as well as external contacts.
  • Excellent interpersonal and communication skills (written and verbal).
  • High degree of curiosity and passion to learn
  • Great organizational skills and the ability to prioritize assignments, solve problems, and meet deadlines;
  • Demonstrated ability to produce high-quality work in a timely fashion in a fast-paced work environment;
  • Proven ability to maintain discretion and/or confidentialit

 

Why work at Shoppers Drug Mart?

Acting as consultants, supporting internal customers and the Associate-Owners, you will get experience unique to the retail industry while working for an award-winning national brand. Benefit from a purchase discount program, competitive pay and online learning through SDMU.

Take ownership of your work and find more ways to care about your work, co-workers, customers and community.

 

How You’ll Succeed:

At Shoppers Drug Mart Inc. , we seek great people to continually strengthen our culture. We believe great people model our values, are authentic, build trust and make connections.

If that sounds like you, and you are open-minded, responsive to change and up to the challenges provided in a fast-paced retail environment, apply today.

 

Employment Type:

Full time

 

Type of Role:

Temporary (Fixed Term)

 

Shoppers Drug Mart Inc. recognizes Canada's diversity as a source of national pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the products we sell, the people we hire, and the culture we create in our organization. Accommodation is available upon request for applicants with disabilities in the recruitment and assessment process and when hired.

 

In addition, we believe that compliance with laws is about doing the right thing. Upholding the law is part of our Code of Conduct – it reinforces what our customers and stakeholders expect of us.

 

Please Note: If you have Employee Self Service (ESS) on Workday, apply to this job via the Workday application.