Legal Executive Assistant

Location:

 

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

 

At Loblaw, we help millions of Canadians get through their best days, worst days, celebration days, and every day. Through our innovation and quality products, we’re here for our friends, neighbours, family members and colleagues.

 

We succeed through collaboration and commitment and set a high bar for ourselves and those around us.

 

We’re looking for adaptable people who are thrilled to join us in our goal of helping Canadians Live Life Well®. Whether you are just starting your career, re-entering the workforce, or looking for a new job, this is where you belong. We promote leaders at every level and support our people to follow their passion.

 

Job Title: Executive Legal Assistant

 

Reports To: VP, Legal Counsel

 

Location: 1 President’s Choice Circle, Brampton (Loblaw Head Office) and 500 Lakeshore (Loblaw Digital) (including flexibility for working out of other offices and remote work)

 

Are You?

 

• A Constant Learner - who is bright, curious, open to new ideas and interested in our business?
• Insightful - giving new perspectives and identifying paths beyond the status quo?
• Engaging - a person who makes connections and builds trust?
• Motivated - determined to pursue excellence, deliver on commitments and achieve success?

 

Company Overview:

 

Loblaw Companies Limited (Loblaw) is Canada's food and pharmacy leader and the nation's largest retailer. With a network of 2,500 corporate and independently-operated stores in communities across the country, it employs over 200,000 Canadians, making it one of Canada's largest private sector employers. Recently named as one of Canada’s Top 100 Employers (2022), Greater Toronto’s Top Employers (2022) and Canada’s Best Diversity Employers (2022). Loblaw values and respects its employees and has created an excellent environment in which to work.

 

We look for colleagues who value the same things that we do, and who are passionate about quality customer service.

 

Role Overview:

 

The Executive Assistant will provide administrative assistance within the Legal Department to support the Vice President (Legal) of Commercial Contracting, Intellectual Property and Legal Marketing. Some support will be required for other individuals within the Vice President’s team. The Executive Assistant will be expected to effectively and proactively manage daily tasks and prioritize workload in collaboration with the Vice President and other team members.

 

You will be part of a team of lawyers and specialists who are customer oriented and dedicated to providing efficient, high quality work in a collaborative and professional manner.

 

If you have great interpersonal skills, enjoy a collaborative work environment, are able to manage and organize a diverse range of legal files, possess proficient computer skills, are detail oriented, proactive, efficient and have a positive attitude, then this position may be of interest to you.

 

Responsibilities:

 

• Calendar management including booking meetings and managing conflicts.
• Revise and format documents including agreements, memos, presentations etc.
• Arrange for execution of agreements/documents.
• Submit expense reimbursement requests.
• Arrange audio/visual requirements, conference calls, travel arrangements, and meeting logistics.
• Book webinars and conferences.
• Track Continuing Professional Development hours and log the hours into VP’s LSUC account.
• Assist with monitoring shared email inboxes, including by flagging urgent requests, assigning tasks among team members, responding to routine inquiries, acquiring signatures, and bringing matters forward to relevant individuals as needed.
• Manage annual membership fees and renewals for the legal team.
• Maintain records/files (including electronic filing)/off-site storage.
• Order supplies required for the department.
• System admin for legal invoices, which includes opening and maintaining matters for invoicing inquiries, handling internal and external queries, working closely with lawyers and across business units to ensure compliance with departmental protocols in connection with legal billings, payment, etc.
• Process expenses.
• Support onboarding of new team members and offboarding of exiting terminated team members.
• New vendor set-up and wire transfer forms issuance.
• Liaise with senior executives and executive assistants in a professional and confidential manner.
• General administrative duties and ad hoc projects, such as participation in committees.

 

Qualifications:

 

• Post-Secondary education in the form of a Legal Assistant Certificate or Diploma; Law Clerk or Paralegal certificate will be considered an asset.
• Minimum 3 years working in a similar environment will be considered an asset.
• Previous experience of 5 or more years supporting C-suite executive in a deadline-driven environment.
• Advanced knowledge of Microsoft Office, knowledge of OpenText, Workshare Compare and (Serengeti) Legal Tracker will be considered an asset.
• The ability to multi-task, prioritize and manage multiple deadlines in a fast-paced environment.
• Great interpersonal skills and ability to work with people across the organization.
• High level of accuracy and strong attention to detail.
• Impeccable interpersonal, presentation, written and verbal communication skills.
• Strong judgment and problem-solving skills.
• Proven ability to maintain discretion and confidentiality.
• Proactive, resourceful and creative individual with the ability to connect the dots in original and insightful ways.

 

Loblaw is committed to sustainability by sourcing products with integrity and making a positive difference in the community. Our CORE Values – Care, Ownership, Respect and Excellence – guide all our decision-making and come to life through our Blue Culture. We offer our colleagues progressive careers, comprehensive training, flexibility, and other competitive benefits – these are some of the many reasons why we are one of Canada’s Top Employers, Canada’s Best Diversity Employers, Canada’s Greenest Employers & Canada’s Top Employers for Young People.

 

Employment Type:

 

Full time

 

Type of Role:

 

Regular

 

We have a long-standing focus on diversity, equity and inclusion because we know it will make our company a better place to work and shop. We are committed to creating accessible environments for our colleagues, candidates and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.

 

Please Note:  

 

Candidates who are 18 years or older are required to complete a criminal background check. Details will be provided through the application process.  

executive legal assistant job