Aeolus Staffing Solutions is recruiting an experienced Legal Executive Assistant / Legal Operations Coordinator for a large organization in the Greater Toronto Area.

This position provides executive, administrative, financial, and operational support to senior legal leadership and the broader legal department. The successful candidate will coordinate executive schedules, legal billing, invoices, budgets, meetings, reporting, governance materials, and departmental initiatives.

This is an excellent opportunity for a highly organized professional who is comfortable managing competing priorities and working with senior leaders, internal departments, external vendors, and law firms.

Key Responsibilities

- Manage executive calendars, meetings, scheduling priorities, and conflicts.
- Coordinate the daily administrative and operational activities of the legal department.
- Prepare meeting agendas, presentations, reports, briefing materials, and supporting documentation.
- Record and track action items, deadlines, decisions, and follow-up requirements.
- Process and monitor purchase requisitions, purchase orders, invoices, accruals, and external law firm billing.
- Review invoices for accuracy and compliance with internal billing guidelines.
- Track departmental spending, budgets, forecasts, and outstanding financial items.
- Liaise with law firms, vendors, Finance, HR, IT, Compliance, and other internal stakeholders.
- Maintain dashboards, status reports, legal metrics, budget trackers, and other reporting tools.
- Support annual business planning, budget forecasting, and resource-planning activities.
- Assist with governance-related activities, including preparing and organizing confidential materials.
- Coordinate cross-functional projects and ensure that deliverables remain on schedule.
- Manage incoming inquiries, prioritize requests, and escalate urgent matters appropriately.




- Prepare materials and consolidate departmental updates for leadership meetings and quarterly business reviews.
- Maintain organized electronic records and filing systems in accordance with document-management requirements.
- Coordinate internal and external meetings, leadership sessions, team events, and related logistics.
- Arrange business travel and prepare expense reports in accordance with corporate policies.
- Coordinate onboarding and logistical setup for new team members with HR, IT, and Facilities.
- Identify opportunities to improve administrative processes, legal workflows, and operational efficiency.
- Provide general administrative and project support to legal leadership and team members.

What We Are Looking For

The ideal candidate is proactive, professional, dependable, and highly organized. You should be comfortable taking ownership of tasks, following up on outstanding items, resolving administrative issues, and supporting senior leaders in a demanding professional environment.

Additional Information

- This is an in office position requiring attendance five days per week.
- Candidates must be able to commute reliably to the work location within the Greater Toronto Area.
- The anticipated contract duration is three to six months.
- Only candidates selected for further consideration will be contacted.

Aeolus Staffing Solutions is committed to providing an inclusive and accessible recruitment process. Accommodations are available upon request throughout the hiring process.

Pay: $34.00-$36.00 per hour

Expected hours: 36.25 per week

Application question(s):

- Are you able to work on-site in North York five days per week?
- Are you comfortable accepting a contract position with an initial duration of three to six months

Experience:

- Administrative: 5 years (required)
- supporting executives or senior leaders: 3 years (required)
- processing invoices, purchase orders, expense reports: 2 years (preferred)

Location:

- North York, ON (required)

Work Location: In person

📌 Executive Assistant (North York)
🏢 Aeolus Staffing Solutions
📍 North York