Legal Administrator and Executive Assistant

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