Executive Assistant/Legal Administrator (Toronto Hybrid)
HarperCollins Publishers · Toronto, ON
- On site
- Contract
- CA$65,000 / year
- Toronto, ON
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Job highlights
- Provide executive and legal administrative support.
- Manage legal records and corporate secretarial duties.
- Support General Counsel and legal team operations.
- Handle administrative tasks and stakeholder communication.
- Hybrid role with competitive compensation in publishing.
About the role
Legal Administrator and Executive Assistant
HarperCollins Publishers is seeking a highly organized and discreet individual to join their Legal department as a Legal Administrator and Executive Assistant. This hybrid role in Toronto offers the opportunity to provide executive-level administrative, legal, technical, and operational support within a global publishing company.
Key Responsibilities
- Manage and maintain departmental systems, processes, and records, including corporate secretarial, copyright, trademark, and privacy matters.
- Provide administrative support to the General Counsel and the Legal and Contracts Administration team, including document preparation and meeting assistance.
- Handle calendar management, travel arrangements, and invoice/expense processing.
- Liaise with internal and external stakeholders at all levels with professionalism and discretion.
- Assist with compliance matters and other assigned duties and projects.
People & Culture
- Maintain a high degree of discretion, integrity, and confidentiality.
- Demonstrate strong organizational EQ and a solutions-oriented approach.
- Collaborate effectively with team members and cross-functional partners.
- Show initiative, independence, and drive to succeed.
- Exercise outstanding judgment and anticipation of needs.
Qualifications
- Minimum of 5 years of experience as an Executive Assistant, Legal Assistant, or in a similar administrative role within a large corporate in-house setting.
- A college/university education, paralegal, law clerk, or contracts administration training is a strong asset.
- Excellent written and verbal business communication skills.
- Advanced computer skills, including proficiency in MS Outlook, Word, and Excel; knowledge of PowerPoint is a plus.
- Experience with document and records management systems (e.g., SharePoint, DocuShare).
- Familiarity with corporate finance processes, vendor onboarding, or compliance tools is beneficial.
- Ability to learn and understand complex systems and manage confidential matters independently.
- Strong organizational, time management, and prioritization skills.
- Ability to work well under pressure, balance competing priorities, and meet deadlines.
- Comfortable working with all organizational levels and fostering strong relationships.
- Team player with excellent interpersonal skills and a high degree of self-motivation.
- Proactive with a strong work ethic and a desire for continuous learning.
- Sense of urgency, diplomacy, confidentiality, integrity, and discretion are essential.
Working Conditions
This position operates in an office environment with a hybrid work model (1-2 days in office per week).
Physical Requirements
The role involves periods of sitting and keyboarding, as well as occasional unboxing and boardroom setup.
About HarperCollins Canada And Harlequin
Harlequin is a leading publisher of commercial fiction and narrative nonfiction, publishing over 100 titles a month globally. As a division of HarperCollins Publishers, the second-largest consumer book publisher in the world, Harlequin titles reach audiences in 17 countries and 16 languages. HarperCollins Canada is known for its bestselling and award-winning authors and is dedicated to publishing the best books of our generation.
HarperCollins Canada and Harlequin are Equal Opportunity Employers committed to diversity and inclusion. We offer reasonable accommodation for qualified individuals with disabilities during the application and interview process. For accommodation requests, please email TalentManagement@harpercollins.com.
Key skills/competency
- Executive Assistant
- Legal Administrator
- Calendar Management
- Document Preparation
- Records Management
- Corporate Secretarial
- Compliance Support
- Stakeholder Liaison
- MS Office Suite
- Project Assistance
Skills & topics
- Legal Administrator
- Executive Assistant
- Administrative Support
- Corporate Secretarial
- HarperCollins Publishers
- Toronto Jobs
- Publishing Industry
- Hybrid Work
- Legal Assistant
- Office Management
How to get hired
- Tailor your resume: Highlight your 5+ years of experience as an Executive Assistant or Legal Assistant, emphasizing skills in corporate secretarial duties, record management, and MS Office proficiency.
- Showcase relevant experience: Quantify achievements in managing calendars, travel, and financial processes. Mention experience with document management systems like SharePoint.
- Prepare for behavioral questions: Be ready to discuss your discretion, integrity, solutions-oriented approach, and ability to work under pressure.
- Research HarperCollins: Understand their mission, values, and recent publications. Demonstrate your passion for the publishing industry and HarperCollins's role in it.
- Highlight technical skills: Be prepared to discuss your advanced knowledge of MS Outlook, Word, and Excel.
Technical preparation
Master MS Outlook, Word, and Excel advanced features.,Practice using document management systems (SharePoint).,Familiarize with corporate finance and vendor onboarding.,Learn legal terminology and corporate secretarial processes.
Behavioral questions
How do you maintain confidentiality?,Describe a time you handled pressure.,How do you anticipate needs?,Give an example of a solutions-driven approach.
Frequently asked questions
- What is the salary range for the Legal Administrator and Executive Assistant position at HarperCollins Publishers?
- The salary range for this Legal Administrator and Executive Assistant position at HarperCollins Publishers is $57,000 to $65,000 annually. The final offer will be tailored based on the candidate's experience, industry knowledge, and skills.
- Is the Legal Administrator and Executive Assistant role at HarperCollins Publishers remote or hybrid?
- The Legal Administrator and Executive Assistant position at HarperCollins Publishers operates on a hybrid model, requiring 1-2 days per week in their Toronto office at 22 Adelaide Street West.
- What specific legal administrative duties are involved in the Legal Administrator and Executive Assistant role?
- The Legal Administrator and Executive Assistant role involves managing corporate secretarial duties, copyright and trademark administration, maintaining corporate records, assisting with compliance, and supporting the Legal and Contracts Administration team with document preparation and meeting minutes.
- What software and systems does the Legal Administrator and Executive Assistant need to be proficient in at HarperCollins?
- Proficiency in MS Outlook, Word, and Excel is required for the Legal Administrator and Executive Assistant role. Experience with document and records management systems like SharePoint and familiarity with corporate finance or compliance tools are also beneficial.
- How can I demonstrate discretion and confidentiality in my application for the Legal Administrator and Executive Assistant role at HarperCollins?
- To demonstrate discretion and confidentiality, highlight past experiences where you handled sensitive information, managed confidential projects, or maintained strict privacy protocols. Emphasize your understanding of the importance of these qualities in an executive and legal support role.
- What qualifications are considered a strong asset for the Legal Administrator and Executive Assistant position at HarperCollins?
- A college/university education, paralegal, law clerk, or contracts administration training is considered a strong asset for this Legal Administrator and Executive Assistant role at HarperCollins Publishers.
- How does HarperCollins Publishers approach compensation for the Legal Administrator and Executive Assistant role?
- HarperCollins Publishers aims for flexibility in structuring competitive compensation offers. The salary is determined within the quoted range based on the selected candidate's experience, industry knowledge, technical and communication skills, and other relevant factors.