Assistant, Legal (12 Month Contract)
Holt Renfrew offers you an inspiring, fashion-driven environment with opportunities to learn and grow. From our incredible partnerships with iconic luxury brands, to our commitments to corporate social responsibility, you will be inspired every day.
A job at Holt Renfrew offers a competitive total compensation, a generous employee discount, pension, and health & dental benefits, tuition assistance, and continuous learning and development.
The Executive Legal Assistant (12 Months) defines the luxury lifestyle shopping experience through building lasting relationships with our people, customers and partners by providing exceptional administrative support to the Vice President, General Counsel & Corporate Secretary, as well as handling overflow work for the team when required.
Specific responsibilities include (but are not limited to) the following:
Schedule all meetings and manage/maintain dynamic calendar of Vice President, General Counsel & Corporate Secretary
Responsible for tracking all time and attendance requests, including vacations, for their team
Review and handle team and external service provider correspondence including drafting of responses and producing official correspondence as required
Book and manage travel schedules including all arrangements related thereto
Track, record and prioritize all items requiring follow-up action and ensure follow-up in a professional and timely manner (i.e., audit requests, billing requests, corporate governance filings and regulatory responses)
Maintain electronic and paper regulatory and administrative filings
Administer expenses, track and ensure accuracy and timeliness of invoices, review monthly budget reports and expense report reconciliation
Prepare and coordinate material for key meetings, including creation and enhancement of presentation and support materials
Prepare for meetings including the ordering of catering if required, booking meeting rooms; set-up and strike-down meeting rooms pre- and post-meeting materials.
Manage all bookings for Legal Meeting Room.
Provide support for incoming calls, requests, and meetings as assigned
Manage the Legal and Trademark inboxes. File and action all emails if required.
Complete Audit requests when assigned
Prepare and obtain electronic signatures of Board Resolutions and other documents when required.
Other duties as assigned
Complies with all Health & Safety policies and requirements
The ideal candidate:
Demonstrated 5 years of progressive administrative experience required; direct experience supporting a Senior Level Executive is preferred
Direct experience as an Executive Legal Assistant preferred, paralegal or other legal training would be a benefit
Proven success in a high-volume work and shifting priority environment
Advanced proficiency in MS Tools such as Word, Excel, Power Point, Outlook, Adobe Pro, Internet
Experience with coordinating complex travel arrangements and heavy calendar management is a must
Driven to over-achieve and exceed expectations
Ability to work under stressful situations and time pressures
Ability to provide customer focused solutions
Methodical; ability to plan and organize with strong attention to detail
Sensitivity to confidential information
Strong communicator; demonstrates professionalism, empathy, influencing, and interpersonal skills, combined with clear written / verbal communications
Holt Renfrew is an equal opportunity employer committed to fostering a diverse and inclusive workplace. Our future success depends on the perspectives and contributions of all our employees -- their diverse backgrounds, abilities and experiences make our business stronger. If you are contacted for a job opportunity and require accommodation, please email careers@holtrenfrew.com and let us know so we can ensure you have an accessible candidate experience throughout the recruitment process. All requests are confidential and used only to meet candidate needs.