Securities Legal/Administrative Assistant

Position Overview:

Located in downtown Toronto, Garfinkle Biderman LLP is a cohesive, efficient, and forward-thinking law firm, powered by a team of lawyers specializing in a wide range of practice areas.

We are currently seeking a Securities Legal/Administrative Assistant who is organized, detail-oriented and demonstrates strong communication skills as well as professionalism to join our team.

This position offers an exciting opportunity to collaborate with experienced professionals and gain direct experience in a dynamic and challenging legal environment.

Key Responsibilities:

• Support lawyers in preparing and filing documents with the Securities Commissions via Canadian Securities Exchange, including Forms 5, 5A, 6,7, 9, 10, 11,13, 17B, and the TSX Venture Exchange.
• Assist with drafting and assembling corporate governance materials, including board resolutions, annual meeting documents, shareholder consents, and bylaws.
• Maintain corporate minute books, shareholder ledgers, and other entity records.
• Coordinate with clients regarding signature pages, diligence documents, and filing logistics.
• Liaise with external agents such as transfer agents, regulatory authorities, accountants, and lawyers by phone to take instructions and obtain information
• Provide direct administrative support to lawyers in the securities law group, including calendar management, document preparation, and correspondence; Track critical dates and initiate follow-ups
• Maintain organized files and records for public and private company clients, including corporate governance materials.
• Track and manage filing deadlines, internal schedules, and regulatory compliance timelines.
• Handle document version control and distribution, including managing blacklines and final document sets.
• Support timekeeping, billing, and expense reporting for assigned lawyers.
• Serve as a point of contact for clients and internal departments regarding administrative requests.
• Ensure confidentiality and professionalism in handling sensitive financial and legal materials.
• Draft and assist with brokered/non-brokered private placement financing documents (i.e. subscription agreements, control documents, director’s resolutions, press releases, material change reports), including post-closing filings as required (i.e. 45-106F1, Early Warning reports, SEDI reports).
• Preparing and submitting various continuous disclosure documents (e.g., financial statements, news releases, material change reports, management proxy materials, notice of meeting and record date, and cease trade orders) through the SEDAR+ system
• Preparing and Filing Insider reports, through the SEDI system
• Schedule and coordinate appointments, meetings, and interactions with clients and regulators.
• Creating and formatting invoices based on billing guidelines, often using Word, Excel, or specialized billing software; Sending invoices to clients, either electronically or via mail, and potentially using online billing platforms; Ensuring accurate application of hourly rates, expenses, and any applicable discounts.
• Keeping organized records of invoices, payments, and client information.

Qualifications

• 1- 2 years experience as a Securities Legal/Administrative Assistant
• Law Clerk or equivalent degree/diploma
• Proficiency working with SEDAR+, SEDI,CSE, TMX, LINX, and Corplink
• Knowledge of Canadian securities law and corporate law
• Proficiency in Microsoft Word and Excel
• Ability to prioritize and handle multiple tasks in a demanding work environment
• Strong written and verbal communication skills
• Excellent organizational skills and project management skills
• Ability to maintain confidentiality

Benefits:

• Dental Care
• Extended Health care
• Life insurance
• Long term disability insurance
• Annual RSP benefit
• Annual Bonus Eligibility
• Paid time off
• Casual Dress
• Company Events

Pay: Commensurate with experience

We thank all applicants for their interest in this role, however, only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Ability to commute/relocate:

• Toronto, ON: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• How does your experience align with this role? Do you have experience working in securities law?

Work Location: In person