Legal Services Coordinator in Ottawa, Ontario at Canadian Association of University Teachers

Reporting to the Director of Legal Services, General Counsel, this position provides specialized coordination and administrative support to the Legal Services section and the CAUT Defence Fund. The incumbent supports the Director and Legal Counsel in managing case files, documentation, and communications, and ensures effective coordination of section and CAUT Defence Fund activities.

The Legal Services Coordinator demonstrates strong knowledge of legal and administrative processes, attention to detail including in proofreading and formatting of documents, and the ability to manage multiple priorities with professionalism and discretion. The role requires sound judgment, organizational skills, and familiarity with legal documentation.

Duties and responsibilities

Section coordination and administration

• Provide administrative and coordination support to the Director of Legal Services, General Counsel, and Legal Counsel team
• Maintain and track legal files, case records, deadlines, and related documentation in accordance with established procedures
• Prepare, proofread, and format correspondence, reports, and legal documentation
• Coordinate meetings for the Legal Services section, including minute taking, and follow-up on action items
• Maintain organized electronic and physical filing systems consistent with CAUT’s document management protocols
• Track and record invoices and budget information for section records and reporting
• Support the coordination of professional development and travel for section staff

Legal coordination and support

• Support Legal Counsel in assembling case materials, arbitration briefs, and reference documents
• Review, organize, and index case-related materials for hearings, meetings, or reference
• Assist with the exchange of documents between CAUT, external counsel, and member associations

• Assist in the preparation of summaries, templates, and reference materials for legal and policy use
• Maintain confidentiality and ensure proper handling of privileged information

CAUT Defence Fund coordination

• Provide administrative and governance support to the CAUT Defence Fund under the direction of the Director of Legal Services, General Counsel, who serves as Secretary to the Fund
• Assist in fulfilling the Secretary’s responsibilities under the Canada Not-for-profit Corporations Act,the Articles of Incorporation,theCAUTDefence Fund By-laws,and the Standing Rules andRegulationsincluding issuing meeting notices, recording minutes, andmaintainingthe corporate records and seal
• Maintain the official CAUT Defence Fund minute books, by-laws, resolutions, and governance documentation in both official languages
• Prepare and distribute agendas, minutes, and supporting materials for Board, Member, and committee meetings (e.g., Investment, Audit, Planning and Policy, Elections)
• Track annual filings, directors’ appointments, and other statutory deadlines, ensuring compliance with corporate-record requirements
• Assist with the preparation of correspondence, reports, and liaison with the Fund President, Board Chair, external auditors, and advisors
• Coordinate logistics for the Fund’s Annual General Meeting and other gatherings, ensuring procedural and bilingual compliance

Collaboration and communication

• Liaise with and maintain strong communication between other CAUT departments to ensure effective coordination of shared information and activities
• Respond to internal and external inquiries with professionalism and discretion
• Maintain strong communication between the Legal Services section, the CAUT Defence Fund, and member associations
• Ensure consistency and accuracy in all correspondence and documentation

Other responsibilities

• Adopt new tools and systems as relevant to the role
• Adhere to established administrative and governance processes and recommend enhancements to improve quality and efficiency
• Perform other related duties as assigned by CAUT Management

Work hours and location

• Full-time, 35 hours a week
• Overtime may occasionally be required, including evenings or weekends
• Hybrid or in person at the CAUT office, as per CAUT’s telework policy
• Some travel within Canada may be required

Qualifications

Education and credentials

• College or university diploma or degree in legal studies or a related discipline required
• Paralegal or legal secretary certification, or equivalent legal coordination experience, preferred

Experience

• Minimum three years of progressively responsible administrative coordination experience in a legal, corporate governance, or advocacy environment
• Demonstrated experience supporting lawyers or other legal professionals with documentation, research, and file coordination
• Experience supporting boards or committees, including organizing meetings, preparing agendas and minutes, proofreading documentation, and maintaining records
• Knowledge of governance requirements under the Canada Not-for-profit Corporations Act is an asset
• Proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), Adobe Acrobat, and document management systems

• Previous professional experience working in an association, trade union, or not-for-profit organization is an asset
• Previous experience and knowledge of post-secondary structures is an asset

Language requirements

• Ability to work in both official languages at an advanced level is a strong asset; fluency in written and spoken English is essential

Knowledge, skills, and abilities

• Strong knowledge of legal terminology, processes, and document standards
• Excellent organizational and coordination skills
• Strong attention to detail including in proofing and formatting of documents
• High level of professionalism, discretion, and judgment in handling confidential information
• Strong communication and interpersonal skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Proficiency in records management and data tracking systems
• Ability to work independently and collaboratively as part of a team
• Commitment to CAUT’s values, including equity, diversity, inclusion, and social justice