Summary of DutiesReporting to the Chief Legal and Compliance Officer and General Counsel (“CLO”), the Legal Administrative Coordinator (“Coordinator”) will provide advanced administrative and operational support to the CLO and the Legal Services Department. The successful candidate will manage the CLO’s calendar, coordinate meetings and communications with internal and external stakeholders, prepare meeting materials, and liaise regularly with corporate services (IT, Human Resources, Facilities, Maintenance and Finance), research services (Finance, Technology Transfer and Research Ethics), and Executive Assistants for the Senor Leadership Team. The Coordinator will also provide assistance on a wide range of organizational and departmental projects.The Coordinator will support departmental operations by maintaining effective workflow and bring-forward systems, managing shared inboxes, coordinating document execution processes, and providing backup file coordination support as required. This role includes maintaining legal files and databases, tracking budgets and invoices, processing expenses, and ensuring the accuracy and organization of departmental records and systems.This position requires a high degree of discretion, organization, and attention to detail, as well as strong communication skills and the ability to effectively engage with a broad range of stakeholders. The successful candidate will demonstrate initiative, sound judgment, and the ability to manage multiple priorities in a fast-paced setting, while supporting a collaborative and team-oriented workplace.The Legal Administrative Coordinator role includes, but is not limited to the following:Assistant to the Chief Legal and Compliance Officer and General Counsel (“CLO”):Manage the CLO’s calendar, including scheduling and coordinating meetings with internal and external stakeholdersMaintain the CLO’s OneNote, ensuring meeting details, agendas,



and materials are accurate and up to dateHandle document filing in the Legal database system, including correspondence, drafts and invoicesPrepare, circulate, and file agendas and minutes for recurring meetingsServe as a key point of contact, communicating with internal and external stakeholders on behalf of the CLO and Legal ServicesMaintain a bring-forward system; prioritize daily workflow and provide regular updates to the CLO to ensure timely follow-upsDraft, edit, finalize, and distribute legal correspondence on behalf of the CLOProcess invoices from external law firms and vendors, coordinating approvals and submissions to Accounts PayableSubmit expense claims through the Concur systemDevelop and maintain tracking tools (e.G., spreadsheets) for legal budgets, invoices, and interdepartmental cost transfersManage Zoom accounts and virtual meeting logistics for the CLO and Legal Services DepartmentCreate and update presentations and materials (Excel, PowerPoint) for the CLO’s speaking engagementsOther duties as requestedSupport to the Legal Services Department:Provide administrative support to Senior Legal Counsel (Research and Corporate), including calendar management, meeting coordination,



and file maintenanceRespond to administrative requests from Legal Counsel and Legal ParaprofessionalsProvide back-up support to the Legal Database Coordinator during absences or high-volume periods:Process submissions through the Legal database systemAssign files to legal team membersMonitor and respond to the general legal inboxRoute agreements for signature via Adobe SignOversee day-to-day administrative operations of the Legal Services Department, including developing and maintaining standard operating procedures and departmental resourcesMonitor inventory and order departmental supplies as requiredPrepare and submit weekly departmental timesheets to payrollSupport the development and implementation of processes, procedures, and systems to improve efficiency and workflowAssist leadership in managing operational standards, including vacation tracking and office equipment procurementCoordinate recruitment activities, including job postings, interview scheduling, and onboarding logistics, as well as manage performance review processes by gathering feedback and organizing review schedules for current staffPrepare internal communications, educational materials, and departmental updates as directedPlan and coordinate departmental training sessions, educational initiatives, and team events, including meetings, celebrations and staff engagement activitiesQualifications:College Diploma in Legal Office Administration3–5 years of senior-level administrative experience, preferably in a legal environmentStrong knowledge of legal terminology; familiarity with medical terminology is an assetExcellent organizational, communication, and interpersonal skills, with demonstrated tact, diplomacy, and sound judgmentAbility to work independently with minimal supervision in a fast-paced, team-oriented environmentStrong problem-solving skills, initiative, and ability to manage multiple priorities and tight deadlinesAdvanced proficiency in Microsoft Office (particularly Excel and PowerPoint), Adobe Acrobat, and ability to quickly learn new systemsExperience working with diverse clients, staff, and organizations is an asset#J-18808-Ljbffr

📌 Legal Administrative Coordinator - Legal Services - Regular Full-Time 2026-18615 (Winnipeg)
🏢 Sunnybrook
📍 Winnipeg