Overview:
We are a well-established Victoria law firm seeking an experienced Senior Corporate Legal Assistant / Corporate Records Paralegal to support our corporate and commercial practice.
This is not an entry-level administrative role. We are looking for someone with strong corporate records experience, careful attention to detail, and the judgment to support lawyers on technical corporate matters.
The successful candidate will work with our corporate lawyers on corporate records, annual maintenance, reorganizations, share transactions, incorporations, resolutions, minute books, closing documents, and registry filings.
Responsibilities:
- maintaining and updating corporate records and minute books;
- preparing annual maintenance documents and filings for B.C. and federal companies;
- preparing corporate resolutions, registers, share certificates, ledgers, director/officer changes, and related records;
- assisting with incorporations, amalgamations, dissolutions, continuations, restorations, name changes, and extra-provincial registrations;
- supporting share transactions, including share issuances, transfers, redemptions, reorganizations, dividends, and related corporate records updates;
- assisting with complex tax-driven reorganizations involving accountants’ instruction letters, family trusts, holding companies, section 85 transfers, section 86 exchanges, capital dividends, safe income dividends, and related closing steps;
- preparing and organizing closing documents, signature packages, reporting letters, and closing binders;
- tracking deadlines, follow-ups, filings, signatures, and post-closing matters;
- communicating professionally with lawyers, accountants, clients, registry agents, and other law firms; and
- helping standardize checklists, precedents, file-opening procedures, and corporate records workflows
Requirements:
- significant experience in corporate records work at a B.C. law firm;
- strong working knowledge of B.C. companies, federal corporations, annual maintenance, registry filings, minute books, share records, and corporate resolutions;
- experience supporting corporate transactions and reorganizations;
- the ability to read detailed accountant or lawyer instruction letters and convert them into organized task lists, document lists, and closing steps;
- excellent attention to detail, especially with names, dates, share classes, share numbers, directors, officers, registers, filings, and execution requirements;
- strong Word and document-production skills;
- comfort learning corporate records software and helping improve workflows;
- good judgment about when to proceed independently and when to escalate an issue to a lawyer;
- strong organizational skills and the ability to manage multiple files and deadlines at once;
- clear written and verbal communication; and
- a practical, calm, team-oriented approach.
Experience with any of the following would be an asset:
- BC Registry Services, Corporations Canada, BCOnline, or registry agent platforms;
- ALF, MinuteBox, Appara, Dye & Durham, or similar corporate records software;
- family trust reorganizations;
- section 85 rollover transactions;
- section 86 share exchanges or estate freezes;
- capital dividend account transactions;
- corporate minute book remediation;
- corporate/commercial closings;
- digital records migration; and
- precedent and checklist development.
About the role:
This position is suited to someone who enjoys technical corporate work and wants to take ownership of a corporate records function. The firm is moving toward more standardized, digital corporate records systems, but some existing records remain paper-based. The successful candidate must be comfortable working with legacy paper records while helping the firm modernize.
This role will involve close work with corporate lawyers and support staff. It requires accuracy, discretion, professionalism, and the ability to handle confidential client information.
Compensation:
Compensation will be commensurate with experience and ability. We are prepared to pay competitively for the right candidate.
Pay: $80,000.00-$100,000.00 per year
Benefits:
- Extended health care
- Life insurance
Work Location: In person
