Legal Assistant

Stella-Jones is North America's leading producer of industrial pressure-treated wood products. Responding to the vital infrastructure needs of our economy, we manufacture and distribute railway ties, utility poles, residential lumber and industrial wood products across the continent. The Company’s common shares are listed on the Toronto Stock Exchange (TSX: SJ). 

Stella-Jones recruits team members who embody our core values and desire an environment where growth is inspired, dedication is recognized, and achievement is rewarded. Our ever- expanding footprint provides a great prospect for career advancement as we seek to develop our emerging leaders.

The candidate supports the Vice-President, General Counsel and Secretary by providing Corporate affairs legal assistance and coordination, and performing key tasks such as assisting in the preparation of Board and Committee materials, submitting regulatory filings of financial and continuous disclosure materials and managing the distribution of press releases on the newswire.

Responsibilities:

• Ensure that all materials for Board and Board Committee meetings and related reference materials are meticulously prepared and uploaded onto the secure Board portal or otherwise delivered to Board and Committee members as required;
• Coordinate Board and Committee calendar, meeting invitations and meeting room reservations;
• Prepare Board fee reports;
• Disseminate integration materials for new Board members;
• Ensure that all Press Releases, financial reports, and other materials are filed with regulatory authorities-SEDI/SEDAR/TSX, disseminated on the newswire and uploaded onto the Corporate Website on a timely basis;
• Manage the official registers of the Minute Books;
• Assist in the preparation and integrity of annual and continuous disclosure documentation, including the management proxy circular, and annual information form and tracking their respective backups (monthly download of price history from TSX, director meeting attendance, etc.)
• Coordinate signatures of all legal documentation, contracts, etc. by authorized individuals;
• File Insider Reports on a timely basis for Board members, senior officers and the Company, as and when required. 
• Prepare and submit other required reports to regulatory authorities on a timely basis (TSX Form 1, Form 5 etc.)
• Manage timely internal distribution of insider black-out period notices, normal course issuer bid reporting and whistleblower notices.
• Open, organize and maintain files and documents including electronic files for rapid and effective retrieval.
• Carrie out all assistance to the Vice-President, General Counsel and Secretary including filing, etc.
• Receive, filter, transfer or resolve incoming telephone calls or requests.
• Prepare and file federal and provincial registrations and follows-up with extra-provincial agents as applicable;
• Manage the Employee Share Purchase Plan process of enrolment for Canada and US
• Initiate Director’s fee payment process with Finance and Payroll Department
• Prepare, compile and file documents for Minutes or Resolutions
• Establish and maintain a legal fee spreadsheet for efficient invoicing follow-up and preparation of yearly legal budget.
• Support the calculation of the yearly SEDAR filing fees.
• Prepare Legal Annual Auditor Verification Letters related to litigation matters.
• Perform other duties as assigned
  

Qualifications:

• College degree, DEC in Paralegal Technology or equivalent experience
• 2+ years in a similar position, public company experience preferred.
• Bilingual – Proficiency in English and French, spoken and written.
• Ability to establish priorities and work well under pressure to meet multiple deadlines.
• Excellent attention to accuracy and detail to produce high quality and quantity of documents and meticulous management of multiple drafts and revisions.
• Understanding of schedule commitments (especially Jan-March inclusive) required in the legal department of a publicly traded company near quarterly and year-end reporting periods.
• Experience administering Diligent Board Portal or similar secure Board documentation portal.
• Respects and adheres to ethical principles regarding data protection and confidentiality.
• Discretion in approach to work as a result of the sensitive nature of information.
• Effective interpersonal and communication skills. 
• Quick learner and highly organized. 
• Pro-active and able to identify issues. 
• Ability to adapt to new types of work and changing requirements. 
• Excellent computer skills and knowledge (Microsoft Office, Word, Outlook, PowerPoint, Excel, Teams)