Office Assistant jobs in Canada

With Confluent, organizations can harness the full power of continuously flowing data to innovate and win in the modern digital world. We have a purpose that drives us to do better every day – we're creating an entirely new category within data infrastructure - data streaming. This technology will allow every organization to create experiences and use the power of data in ways that profoundly impact the way we all live. This impact is our purpose and drives us to do better every day.

One Confluent. One team. One Data Streaming Platform.

Data Connects Us.

About the Role:

We are seeking a highly organized and detail-oriented Administrative Assistant to support our Legal Team. The ideal candidate will be responsible for performing various administrative tasks to ensure the smooth and efficient operation of the legal department. You must be able to maintain a calm, professional, and focused demeanor, accommodate different work styles with ease, juggle multiple projects and requests at any given time, demonstrate sound and consistent judgment in sometimes ambiguous situations, and make timely decisions in relatively complex situations. You will be relied on heavily to aid in the company's top priorities and be instrumental in helping us grow. In the legal department, we are passionate about enabling customer success, while building a strong foundation for the future. We strive to provide thoughtful and pragmatic counsel and to minimize risks as we pursue business opportunities. We thrive by working together to solve complex challenges, supporting and learning from each other, and having fun!

What You Will Do:

• Provide administrative assistance to the senior leaders of the global legal team, including managing calendars and scheduling meetings.
• Coordinate logistics for internal and external meetings, weekly team lunches, quarterly team events, and off-sites. Mail triage and routine audit and maintenance of team email aliases, slack channels, internal org charts, and internal wiki pages. General coordination and follow-ups of agenda items, deadlines, and filing requirements.
• Assist with gathering and compiling team updates, announcements, and industry news for publication in our internal and external newsletters.
• Create engaging slide decks or revise existing ones by gathering and incorporating feedback from senior leaders of the global legal team, synthesizing information, and creating infographics.
• Book domestic and international travel for senior leaders of the global legal team (including coordination of visas, transportation, lodging, logistics, etc.)
• Maintain accurate record-keeping in Navan (expense and travel tool) and work closely with finance on closing this aspect of the books.
• Assist in organizing and maintaining legal files and documents in online systems.
• Communicate professionally with internal stakeholders, clients, external counsel, and vendors as needed.
• Ensure strict confidentiality and adherence to privacy and compliance standards when handling sensitive legal information.
• Prepare and submit required documentation to maintain compliance with regulatory and organizational standards; maintain accurate records and filing systems for compliance documents.

What You Will Bring:

• 2+ years of administrative experience, preferably in a legal or corporate environment.
• Familiarity with legal terminology, processes, and documentation is a plus.
• The ability to work with a large global team and manage a great deal of information, tasks, and relationships.
• You are a self-starter with excellent time management skills.
• You have outstanding written and oral communication skills and the ability to adapt and work well with all employees.
• You should be extremely detail-oriented and well-organized with a proven ability to multitask in a fast-paced environment.
• A growth mindset and the ability to support and scale a global team.
• A passion for building and nurturing a positive team culture with a commitment to our leadership principle that ‘People Matter’ and the ability to put this at the forefront of all interactions and initiatives.
• Skilled in Google Suite and Navan is a plus!
• Experience in a role with customer-facing coordination responsibilities, preferably in a technology start-up environment.
• Highly proactive and able to work independently.
• Team-oriented and able to collaborate effectively with legal professionals.
• Ability to prioritize tasks in a fast-paced environment.
• Maintains confidentiality, excellent judgment, and high integrity.
• Self-starter and go-getter.

Come As You Are

At Confluent, equality is a core tenet of our culture. We are committed to building an inclusive global team that represents a variety of backgrounds, perspectives, beliefs, and experiences. The more diverse we are, the richer our community and the broader our impact. Employment decisions are made on the basis of job-related criteria without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other classification protected by applicable law.

Click HERE to review our Candidate Privacy Notice which describes how and when Confluent, Inc., and its group companies, collects, uses, and shares certain personal information of California job applicants and prospective employees.

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