Role Impact:
The Assistant Secretary and Corporate Paralegal role exercises significant judgment and independent decision-making to support the Legal department. The role is pivotal in coordinating comprehensive Board and Committee activities, including the management of agendas, accurate minute-taking, and the facilitation of annual effectiveness evaluations. Beyond governance, the role will provide transaction and portfolio management support, maintain corporate records, review contracts to support due diligence and compliance efforts, and other transactional support. They interact with various internal and external stakeholders.
What you will deliver:
(a) Board Administration
- Serve as the primary liaison for Executive leadership and Board members
- Organize all Board of Directors and Committee meetings, including scheduling, travel plans, agendas, and materials distribution using Diligent Boards.
- Coordinate and calculate Board and Committee retainer and attendance fees, ensuring accurate and timely submission to Payroll.
- Respond to enquiries from board members, as required and maintain the utmost discretion and confidentiality.
- Attend Board meetings, support logistics and liaise with D&T in case of technology issues.
- Maintain the Diligent Resource Centre to ensure latest approved documents are posted in a timely manner.
- Manage Board meeting schedule.
- Conduct the onboarding, orientation, and ongoing education/training of Board members.
- Prepare and maintain accurate meeting minutes, corporate records and draft regular and special Board/Committee resolutions.
- Participate in ongoing compliance within guidelines from OTPP, preparation of approvals / resolutions, management of board meetings, maintenance of board meeting/minutes database for portfolio companies
- Conduct an analysis and recommend opportunities to improve effectiveness and efficiency for all related Board activities
(b) Governance
- Ensure compliance with corporate governance requirements and applicable regulatory obligations.
- Maintain corporate minute books, entity records, director and officer registers, and governance documentation across jurisdictions.
- Use of MinuteBox to manage minute books – management of minute books in conjunction with external law firms and corporate services providers.
(c) Transactions, contract review and legal support
- Lead the facilitation process for new entity creation, including managing OTPP approvals, coordinating external counsel, reviewing constating documents, and executing approving resolutions.
- Manage and direct all internal and external Know Your Customer (KYC) lifecycles, collaborating with Investments, Tax, Finance, and Legal to address queries and resolve red flags.
- Support multi-jurisdictional transactional dispositions and acquisitions by coordinating data rooms, fulfilling due diligence requests, and managing document executions.
- Develop and maintain standard transaction legal templates. Review standard agreements (NDAs, standard vendor agreements) for alignment with precedents/ playbooks.
- Streamline processes leveraging artificial intelligence tools to assist in the above.
(d) Portfolio Management
- Manage all annual corporate filings and registrations of approximately 50 entities, including creation and maintenance of list of current requirements within each platform and liaising / coordination with external counsel and corporate services firms
- Support Finance team with annual tax filings as required.
- Manage and direct the completion of ongoing external Know Your Customer (KYC) requirements within portfolio. This role will support compliance by managing corporate records, tracking beneficial ownership, and organizing JV partners or entity identification documentation
(e) Compliance & Risk Management
- Support corporate compliance programs, including ethics, anti-corruption and disclosure obligations.
- Manage reporting on Code of Conduct training and annual confirmations.
What your strengths are:
- Exercise advanced legal judgment and risk identification on contracts and corporate governance.
- Strong technology skills – Google Workspace, Microsoft Word, Excel, and other software
- Effective use of AI Tools (MinuteBox, Gemini, Claude and/or Harvey) are considered an asset.
- Strong analytical skills
- Knowledge and understanding of legal terminology and legal documentation
- Excellent written and verbal communication skills
- Ability to review and assemble corporate legal documentation
- Detail-oriented, accurate and thorough
- Excellent client service orientation
- Ability to synthesize information and effectively communicate
- Ability to tailor communications style appropriate to the audience
- High-level of professionalism, integrity and discretion to build trusted relationships across Board Members, Executive and Senior Leadership, and outside Counsel.
- Ability to work well with all levels of internal and external clients and contacts
- Ability to manage multiple priorities in a fast-paced environment
- Ability to work independently or within a group, with minimal supervision
- Ability to organize and prioritize time
- Resourcefulness; and
- Ability to apply common sense and knowledge of the operations of the Company in assessing legal risk
What you need to succeed:
- Post-secondary education in business, legal or finance
- Paralegal certification
- Minimum 7-10 years of progressive corporate paralegal and board governance experience working in a corporation or law firm, demonstrating with a firm understanding in commercial transactions and contracts as well as corporate governance practices
- Prior experience in Assistant Secretary role is an asset
- French language skills would be an asset, but not a requirement
Starting base salary for this job level may range from $100,712 to $134,283. The actual base salary offered will consider several factors including, but not limited to the role, experiences, skills & qualifications, location, market and internal considerations; with this context, CF reserves the right to pay above this range. Cadillac Fairview offers a competitive total rewards package in addition to base pay which may include a performance – based incentive plan, a comprehensive pension and benefits plan, paid time off including vacation, well-being & volunteer days and support for continued growth and development.
Why you should join us:
At Cadillac Fairview we have been transforming communities for over 50 years. We are so much more than our properties. We are building leaders at all levels. We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development. We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension. Imagine a place where you can make a difference!
At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.
Are you someone who believes in our values?
- Aim Higher – we strive to exceed expectations
- Own Your Expertise – we empower ourselves and each other
- Collaborate Effectively – we bring the right people together to get the right results
- Engage with Empathy – we objectively consider the needs of others
- Embrace Change – we drive, learn from, and adapt to change
At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected.
CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment. If you need reasonable accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or email [email protected].
This posting is for a vacant position. CF may use artificial intelligence (AI) technology, alongside human review, to assist in screening and assessing applicants for this position.
