Administrative Assistant, Legal Department - Regina, SK

Administrative Assistant, Legal Department - Regina, SK

AGT Food and Ingredients Inc. is seeking a full-time Administrative Assistant to join the Legal Department at our Regina Head Office.

The successful candidate will be well-organized, highly motivated, energetic and detail-oriented, to provide administrative and operational support to the AGT Legal Department.

The role will primarily consist of legal-related work across a number of strategic and operational imperatives. Experience working in a legal department of a law firm is not required. A combination of education and administrative experience will be considered.

As a new position at AGT, the successful candidate will have the unique opportunity to help define and build-out the role in close collaboration with other members of the Legal Department.

Initial Core Responsibilities:

Working closely with the AGT Legal Department members, the initial core responsibilities for the role will include the following:

Entity Management

AGT maintains a large number of corporate subsidiaries and affiliate entities around the world. The successful candidate will assume day-to-day management and responsibility for ensuring that AGT and its global subsidiaries and affiliates remain in good standing and in compliance with applicable local registration requirements. This will include:

• Working directly with external local law firms and other service providers to maintain all legal entities in good standing
• Maintaining up-to-date spreadsheets and organizational charts with key corporate details for all entities
• Supporting corporate law matters, including share subscriptions, corporate resolutions, minute book maintenance, managing permit and registration renewals, and liaising with external agents and governmental bodies
• Coordinating execution of corporate documents
• Liaising with personnel in AGT offices worldwide in the fulfillment of this core responsibility
• Helping the Legal Department stay up to date on evolving compliance requirements for AGT entities in all jurisdictions in which we operate

External Law Firm Management

The AGT Legal Department works with external law firms around the world to deliver legal services to AGT. The successful candidate will play a key role in helping to manage AGT’s relationship with external law firms. This will include:

• Administrative management of law firm invoices from receipt to payment
• Compiling key data regarding the use of external law firms at AGT to help ensure the efficient and effective use of external resources by the Legal Department
• Assisting with maintaining law firm databases, including lists of practices, partners, and services

Contract Management

Drafting and negotiating a wide variety of commercial contracts is one of the primary functions of the AGT Legal Department. The successful candidate will play an important role in the preparation and management of contracts at AGT including:

• Helping in the development of template contracts
• Organizing template contracts and assisting their deployment by the Legal Department and relevant business teams
• Helping in the development of an effective contract repository and management system for AGT and being responsible for the day-to-day management of the contract management system

Regulatory Compliance and Policy Development

AGT is subject to a wide range of regulatory compliance requirements around the world. AGT is also expected to maintain a variety of legal and compliance policies by our stakeholder investors and customers. Working closely with the Legal Department, the successful candidate will play an important role in identifying regulatory requirements applicable to AGT’s business and developing various legal and regulatory policies and procedures including:

• Working with the Legal Department and external law firms to understand and stay current on regulatory requirements applicable to AGT’s global business
• Assisting in the drafting of legal and regulatory policies
• Helping develop and roll out training materials on various legal and regulatory requirements, policies, and procedures

General Responsibilities:

Other responsibilities for the role include the following:

• Providing day-to-day administrative support to the Legal Department including organization of paper and electronic files
• Working with the Legal Department or other departments on transaction-related matters, including supporting acquisition activity and overseeing post-closing integration, and assisting with the execution of transaction and corporate documents
• Assisting with managing litigation matters and disputes
• Working within the Legal Department and with the business on a wide range of legal and business projects and process improvements

Key Requirements/Skills:

The successful candidate will be a team player in order to build positive working relationships in a supportive work environment, and be adaptable, flexible, and cooperative in order to meet challenges and the changing demands of the workplace.

The successful candidate will have knowledge of computer hardware and software applications, and will have demonstrated their ability to input, update, retrieve, maintain, format and transmit information with speed and accuracy. The ability to accurately type and edit correspondence, documents, and various other documents following required template and format requirements and the ability to use tact and diplomacy when serving clients and colleagues will contribute towards success in this position.

We are seeking a candidate who is honest, has integrity, will treat everyone with dignity and respect, be committed to the pursuit of excellence, exhibit leadership and professionalism, embrace diversity and equality, and be responsible and accountable.

Typically, the successful candidate will have acquired education through an office administration diploma, or equivalent education with a minimum of one to two years’ relevant work experience. Experience working in a law firm or legal department would be an asset.

You will need:

• Knowledge of office and administrative procedures, protocols, as well as filing systems and equipment.
• The ability to organize and prioritize files.
• The ability to work independently and as a contributing member of a variety of teams to prioritize and complete multiple tasks while adapting to changing circumstances and constant interruptions.

Please forward a resume and cover letter stating the position you are applying for and salary expectations to jobs.ca@agtfoods.com. This posting will close on April 7, 2025.

AGT Foods values and supports employment equity in the workplace, including accessibility.