Legal Operations & Administration Specialist

WELCOME TO VCNA!

We are St Marys Cement, part of Votorantim Cimentos North America (VCNA), as the North American operations of Votorantim Cimentos, a global building materials and sustainability solutions leader in 11 countries, we are helping to make a positive impact and are transforming our world. We have a culture built on solid partnerships, long-lasting relationships, and opportunities for those who want to learn, grow and be part of a diverse and dynamic culture.

With solutions that include cement, ready-mix concrete and aggregates, we help to build homes, highways, hospitals, buildings, bridges, and schools across the Canadian and U.S. Great Lakes region and Northeast United States. Our commitment to excellence can be seen in those who invest and believe in what we do, those who share their lives with us, those who trust in our deliveries and those committed to innovation and a sustainable future.

Every day, we have the chance to accomplish something new and you're invited to be part of it.

WHAT IS THE OPPORTUNITY?

The Legal Operations & Administration Specialist supports the efficient, effective, and visible functioning of the legal department. This role combines legal operations, technology enablement, knowledge management, and core administrative responsibilities.

The position is responsible for improving processes, managing legal systems and information, supporting financial and reporting functions, and ensuring the smooth day-to-day administrative operation of the legal team.

This role requires both strategic thinking and hands-on execution, including responsibility for detailed administrative tasks such as document management, record-keeping, and file organization.

This role is a hybrid position combining:

• Legal operations and process improvement
• Technology and knowledge management
• Core administrative and record-keeping responsibilities

Success in the role will depend on the ability to balance hands-on administrative execution with continuous improvement of how the legal function operates.

WHAT WILL YOU DO ?

Legal Operations & Performance 

• Support the development and tracking of key performance indicators (KPIs) for the legal department
• Prepare regular reports, dashboards, and presentations for internal stakeholders
• Manage legal quarterly reserve reports
• Assist in identifying opportunities to improve efficiency, workflows, and service delivery
• Support implementation of departmental initiatives and process improvements

Technology & Systems 

• Administer and maintain legal systems, including document management systems, SharePoint, and other legal technology tools
• Assist with legal database processes, including opening matters and setting reminders
• Identify and implement opportunities to improve efficiency through technology
• Act as a liaison with IT for system enhancements, access, and troubleshooting
• Support adoption of new tools and processes across the legal team

Knowledge Management & Intranet Presence

• Maintain and enhance the legal team’s SharePoint/intranet site
• Organize legal templates, precedents, and guidance materials
• Improve accessibility and usability of legal resources for internal clients
•  continuously improve and streamline legal intake and other legal processes
• Support development of standardized materials and self-service tools
• Possess general awareness of location of data and assist on information retrieval in response to company or auditor requests for information
• Manage litigation hold process

Financial & Vendor Management

• Manage legal billing processes, including invoice intake, review coordination, and tracking
• Support accruals, budgeting, and spend reporting
• Maintain records relating to external counsel and other legal vendors
• Assist with cost management initiatives and reporting

Administrative & Operational Support

• Maintain accurate and organized legal records, files, and databases
• Oversee document and file management systems, including naming conventions and retention practices
• Perform and/or coordinate administrative tasks such as document execution, filing, document organization, matter tracking, reminder-setting, and record-keeping
• Support onboarding of legal team members with respect to training on legal systems and processes
• Ensure consistency and standardization of administrative practices across the team
• Support large projects, including on large transactions and litigation files

Communications & Presentation Support

• Prepare presentations, reports, and internal communications materials
• Support the legal team’s internal visibility and engagement within the business
• Assist with coordination of internal meetings, materials, and updates

Scope & Collaboration

• Works closely with lawyers, law clerks, and functional specialists (e.g., privacy, insurance)
• Interacts with Finance, IT, and other corporate functions
• Supports the legal team across all business areas (aggregates, concrete, cement, and related operations, if you want to include that specificity)

WHAT DO YOU NEED TO SUCCEED?

• Completed post-secondary degree or diploma in a legal, business or technology area of study
• Law Clerk certification or experience as a law clerk not required but helpful
• Experience in a legal department, law firm, or similar professional services environment
• Experience with legal operations, legal administration, or office management functions
• Strong proficiency in Microsoft 365 tools, including SharePoint, Excel, and PowerPoint
• Experience with legal technology systems (e.g., e-billing, document management) is an asset

Key Skills & Attributes

• Strong organizational and file management skills with high attention to detail
• Ability to manage both strategic initiatives and routine administrative tasks
• Process-oriented with a focus on continuous improvement
• Strong communication and presentation skills
• Comfortable working with data, reporting, and metrics
• Proactive, resourceful, and able to operate independent

Location- Toronto

WHAT'S IN IT FOR YOU? 

• Being part of VCNA is being part of building famous landmarks such as Toronto's CN Tower, Roy Thompson Hall, Maple Leaf Gardens and the Darlington Nuclear Station and Ryerson Centre, St. Regis Chicago and 150 N. Riverside, Louis High-Speed Rail in Chicago and more
• Opportunities to collaborate with teams around the globe and growth opportunities in different areas
• Training, professional development
• Tuition reimbursement/assistance
• Competitive wages, vacation and holiday time
• Medical, dental, vision, disability and life insurance
• RRSP and DC (CAN) and 401K (U.S.)
• Lifeworks Employee Assistance Program (EAP): confidential support for you and your family (CAN)
• Educational scholarship program for dependents of regular salaried employees.
• Fertility drug coverage
• Paid Maternity Leave Top Up
• Hybrid work model for certain positions