Legal Assistant – Family Office

Position Summary

The Legal Assistant supports the legal and corporate governance functions of the Family Office by maintaining corporate records, coordinating legal documentation, and ensuring corporate records remain accurate and up to date. This role works closely with internal teams, external legal counsel, accountants, and financial institutions.

Key Responsibilities

• Maintain corporate minute books and statutory records.
• Prepare and coordinate annual corporate resolutions and regulatory filings.
• Maintain corporate registers for directors, officers, shareholders, and securities.
• Coordinate the execution of legal documents and track required signatures.
• Maintain and update corporate organizational charts.
• Organize and maintain legal agreements and corporate records.
• Liaise with external legal counsel and other professional advisors.
• Assist with incorporations, reorganizations, financings, acquisitions, and other corporate transactions.
• Coordinate corporate searches, certificates, and compliance documentation.
• Maintain electronic and physical legal filing systems.
• Support board meetings by preparing corporate documentation and meeting materials.
• Assist with special legal and corporate governance projects as required.

Qualifications

• Diploma or degree in Legal Administration, Paralegal Studies, or a related field.
• 3 to 5 years of experience in corporate law, legal administration, or a similar role.
• Experience maintaining corporate minute books and legal records.
• Strong organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Office and electronic document management systems.
• Ability to manage confidential information with professionalism, discretion, and sound judgment.
• Core Competencies
• Corporate records management
• Document and information management
• Corporate governance support
• Confidentiality and discretion
• Attention to detail and accuracy
• Organization and time management
• Communication and interpersonal skills
• Administrative and legal coordination
• Initiative and self-motivation
• Professionalism and business judgment
• Ability to manage multiple priorities and deadlines
• Collaboration with internal and external stakeholders