Job ID: 1090

Location: Toronto, Ottawa, Montreal, Calgary, or Edmonton

Department: Legal Services

Employment status: Full-time, permanent

Please submit your application by October 20, 2026 at 4:00 pm EST.

PURPOSE OF ROLE:

This role provides executive legal, corporate secretarial and administrative support to the Legal department and manages all administrative processes and procedures for the Legal department and the Board of Directors. The incumbent is able to redirect issues as appropriate in absence of the Interim Legal Services Lead.

KEY FUNCTIONS

ADMINISTRATIVE SERVICES

- Maintains administrative procedures and processes for the Legal Team – makes travel arrangements; prepares expense reimbursement and payment vouchers and ensures they are kept in good order; oversees the ordering and maintenance of stationery supplies and equipment for the department; and maintains manual files and folders of the Legal Team.
- Reviews, classifies and processes the payment of departmental invoices and handles any other accounting issues related to the legal and corporate secretarial department.
- Works with Regional Accountants in processing invoices, and in investigating and resolving missing or outstanding invoices.
- Liaises with and attends monthly meetings with Senior Director, Corporate Finance regarding invoicing matters.
- Ensures that timelines and deadlines are respected for all initiatives, objectives, projects and matters of the department.
- Develop procedures and processes to respond to the needs of the Chief Legal Officer and Corporate Secretary and of the department.
- Provides technical, administrative, and/or supervisory guidance and leadership to other administrative support staff as required. Provides back-up to the Executive Assistant to the President and Chief Executive Officer and to the Executive Assistant to the Vice-President, Finance and Chief Financial Officer.
- Contacts the following personnel upon request of the Interim Legal Services Lead :

- Administrative support for staff across and outside the corporation to solve problems, obtain/exchange information and to expedite administrative action.
- All levels of staff within the organization to expedite action on behalf of the Chief Legal Officer and Corporate Secretary.

- Provides reception coverage, as needed.

LEGAL SUPPORT SERVICES

- Prepare general legal documents and correspondence.
- Conducts, with minimal supervision, diverse legal support tasks. Responds to incoming legal and corporate secretarial requests.
- Summarizes all outstanding litigation matters for status report to the Board.
- Responsible for organizing and maintaining files, including litigation, legal, corporate secretarial, etc.
- Responsible for maintaining and updating legal reports and corporate secretary files to ensure current information is available.
- Correspond with law firms, as required.
- Acts as the liaison with outside legal counsel on billing matters related to the corporation. Tracks the approval and processing of legal invoices to ensure timely payment.
- Ensures that all statutory regulatory filings are completed as required.
- Processes extra-provincial statutory regulatory filings by liaising with external legal counsel to ensure accurate completion of returns, updated Directors & Officers Registers and processing of applicable fees.
- Coordinates and attends quarterly insurance claims meetings and updates legal reports.




- Liaises with external auditors in retrieving agreements/contracts and co-coordinating legal audit letters to external counsel and maintains the litigation status report based on lawyers’ responses and updates received by regional staff in order to provide verification of data for the annual external audit report.
- Completes monthly Senior Management Committee (SMC) financial disclosure.
- Assists Risk & Records Manager with insurance renewals.
- Requests insurance certificates on behalf of business units from the Broker when needed.
- Maintains and completes corporate filings on an annual basis and ensures that filing dates are met.
- Oversee Legal Notice Inbox and tracks incoming legal requests.
- Sends out acknowledgments to legal requests.

BOARD SUPPORT SERVICES

- Maintains all Board meeting records and makes Directors’ travel and meeting facility arrangements.
- Maintains an overall coordinative role for the Board.
- Handles all aspects of on and off-site meetings (venue, hotel, travel, meals, etc.) of the Board/Committees liaising with fellow colleagues in regional offices and outside suppliers.
- Composes moderately complex letters, resolutions and reports by identifying required information, researching and gathering background information from appropriate sources for the Board/Committees.
- Provides Board-related information to appropriate individuals using judgment of sensitivity and confidentiality.
- Supports the presentation needs of the Interim Legal Services Lead and maintains related files.
- Sends calendar invites to all Board members for scheduled Board meetings.
- Canvasses Board members for unscheduled Board and Committee meetings and sends meeting invites to them once the timing of meetings has been confirmed.
- Updates procedures for preparation of Board documentation and sends meeting invites to Senior Management Committee in order to ensure timing is met for preparation of documents needed to be reviewed and approved prior to the Board meetings.
- Prepares draft agendas, resolutions and Notices of Meetings for Board and Committee meetings.
- Updates Company Dashboard on a monthly basis.
- Prepares, assembles and issues all materials for meetings of the Board and Board Committees, and posts the materials on Diligent Boards portal for access by the Directors and, as appropriate, by SMC.
- Maintains Board-related documents in Resource Center on Diligent Boards up-to-date.
- Assists Corporate Secretary in selection process for new Directors.
- Prepares Director Orientation materials for new Directors.
- Prepares all documents required for new Board members once they are appointed.
- Handles all arrangements for professional development courses/seminars for Board Members.
- Following Board meetings, prepares approved minutes and resolutions, updates resolution indices, and posts relevant documents on Legal drive.
- As Administrator of Diligent – responsible for overall oversight of the subscription service, creating or removing use accounts,



and ensuring the Board and SMT members have the correct access rights.

CORPORATE RECORDS

- Maintains and updates the electronic directories and folders on the department’s network drives.
- Assists with contract management for the whole Legal department (except for employees’ personnel files).
- Creates and maintains the department’s files through Content Manager (or other company file management software system).
- Acts as liaison officer for Content Manager for the Legal department.
- Reviews files on a regular basis for the retention or archival of the files keeping in mind their confidential nature and legal scope.

THIRD PARTY VERIFICATIONS

- Responsible in completing third party verification requests from the business units.
- Responds to the business units and initiates third party verification requests within 24 hours of receipt.
- Ability to resolve any issues that arise during the verification process, which involves communicating with the business unit, on some occasions the client and Triton.
- Ability to carry out “manual” verification if it cannot be completed online.
- Responsible for processing invoices – identifying the correct cost centres to be charged for the searches.

TIME MANAGEMENT

- Screens requests and identifies issues to determine priorities and reads and ranks incoming mail.
- Identifies potential problems and shifting priorities in order to adjust the Interim Legal Services Lead’s schedule as necessary.
- Organizes workload to ensure that deadlines are met for posting Board materials prior to the Board and Committee meetings.

QUALIFICATIONS AND EXPERIENCE

- Post-secondary degree or diploma in related field required.
- Must have Legal Assistant, Law Clerk or paralegal certification from an accredited organization, or must have a minimum of five (5) years of experience in a corporate legal department, law firm or in a comparable position.
- Knowledge of legal terminology, grammar, vocabulary and spelling in both English and French.
- Excellent skills in the use of desktop software (including but not limited to: Diligent Boards, Word, Excel, PowerPoint and HPRM).
- Bilingualism (English/French) is a strong asset.

Compensation & Advantages

Recruitment Range: $76,000 to $85,000

Benefits: Health, Dental, Vision, Vacation, Personal days, Employee Family Assistance Program, Fitness Allowance, Pension and Incentive

* The recruitment range provided reflects the expected compensation for this role. Actual compensation within this range will be determined based on the successful candidate’s skills, experience, education, and other job-related factors.

Artificial intelligence tools may be used in the screening or assessment of applicants for this position.

Build Canada Homes (BCH) is an equal opportunity employer committed to fostering an inclusive, accessible, and barrier-free workplace. BCH is committed to complying with all applicable federal, provincial, and territorial accessibility and human rights legislation across Canada. Accommodations are available throughout the recruitment, selection, and assessment processes for candidates who require them.

If you require an accommodation at any stage of the hiring process, please inform us as soon as possible, and we will work with you to meet your accessibility needs and support your full participation in a fair and equitable recruitment experience.

📌 Executive Advisor, Legal Services (Ontario)
🏢 Build Canada Homes | Maisons Canada
📍 Ontario