Paralegal & Board Coordinator

Job summary

The role provides executive support to the CEO and coordinates all Board and Committee activities, including agenda preparation and minute recording. It also manages legal and governance records while supporting regulatory processes and privacy compliance.

Job details

The AIC (https://www.abcouncil.ab.ca/) is an industry-funded, Crown-controlled regulatory organization. The AIC regulates Alberta’s insurance industry, supporting more than 50,000 licensees and issuing over 94,000 licenses annually across the second-largest insurance jurisdiction in Canada. We are committed to regulatory excellence, public protection, and fostering a culture of compliance across Alberta’s insurance industry. Reporting directly to the General Counsel & Corporate Secretary, the Paralegal & Board Coordinator is a unique role that combines executive support, governance and legal responsibilities. This position serves as a trusted partner to the CEO, Board of Directors, Committees, and Legal team, ensuring the smooth operation of governance processes and legal administration across the organization. This is an office-based position located in Calgary. THE IDEAL CANDIDATE You are a highly organized, proactive professional who thrives in a fast-paced environment and enjoys keeping important work moving forward. You are skilled at calendar management and can balance competing priorities, communicate effectively, exercise sound judgment, and handle sensitive information with discretion. You anticipate needs before they arise, build strong relationships with stakeholders, and continuously look for opportunities to improve processes and efficiency. THE TEAM The Legal team plays a critical role in supporting AIC’s regulatory mandate and governance framework. The team provides legal and regulatory support, appeals administration, privacy and access information, policy development and enables regulatory decision making. THE ROLE Working closely with the General Counsel, CEO and Board Chair, the Paralegal & Board Coordinator coordinates Board and Committee activities, supports regulatory and legal processes, manages governance documentation, and provides executive support to the CEO. The position plays a key role in ensuring effective governance, regulatory compliance, and the successful execution of organizational priorities. This position provides backup support to the Paralegal and Council Coordinator. Key Responsibilities Provide executive support to the CEO, including calendar management, meeting coordination, travel arrangements, briefing materials, correspondence, and stakeholder communications. Coordinate all Board and Committee activities, including scheduling meetings, preparing agendas and materials, recording minutes, and tracking action items. Serve as a key governance resource for Board members and committees, maintaining governance records, policies, and documentation. Manage legal and governance records in accordance with privacy legislation and organizational requirements. Draft, review, and coordinate legal correspondence, reports, decisions, presentations, and governance documents. Support the Paralegal & Council Coordinator in the: administration of Industry Council meetings, appeal hearings, and other regulatory proceedings. coordination of access to information requests ensuring compliance with applicable privacy legislation. Assist with policy development, governance initiatives, reporting, and continuous improvement projects. Work with Corporate Services to deliver corporate events, stakeholder meetings, and special projects on behalf of the CEO and organization. THE REQUIREMENTS Qualifications Legal Assistant or Paralegal diploma from a recognized post-secondary institution (required). Additional certifications in privacy legislation or related areas are an asset. Experience Minimum 5 years of experience as a Legal Assistant or Senior Paralegal, or related legal support role, preferably in a law firm or regulatory environment. 3+ years’ experience supporting Boards of Directors, Committees, or governance functions. 3+ years’ experience providing executive-level calendar and administrative support. Proficient with Microsoft Office Suite, CRM Systems, and document management tools. Equivalent combinations of education and experience will be considered. Skills & Competencies Service-oriented and collaborative, providing exceptional support to the CEO, Board members, colleagues, and external stakeholders. Highly organized and detail-oriented, able to manage competing priorities, coordinate multiple initiatives, and ensure deadlines are consistently met. Strong communication and relationship-building skills, able to work effectively with executives, Board members, colleagues, and internal and external stakeholders. Proactive and resourceful problem solver who anticipates needs, identifies solutions, and supports continuous improvement. Strong research, analysis, and writing skills, with the ability to prepare clear and concise reports, briefing materials, and correspondence. Demonstrates a high degree of independence, sound judgment, and initiative. Self-motivated and adaptable, able to work independently while contributing as a collaborative member of the team. Handles sensitive and confidential information with discretion, professionalism, and strict adherence to privacy legislation and organizational policies. Adaptable and resilient, maintaining composure and professionalism while responding to changing priorities and a dynamic work environment. Committed to accuracy, accountability, and delivering high-quality work. WHAT WE OFFER We offer a collaborative and enjoyable work environment and a chance to make a difference in the lives of Albertans. Experience the exceptional benefits of working with us, including: Comprehensive benefits package, including health and dental. Generous health and wellness spending account. Secure your future with up to 7% RRSP employer matching. Transit allowance. Additional employee discounts and perks available. Eligibility based on employment status. A clear criminal check is required for all employees. HOW TO APPLY If the role is a fit, please apply to join the AIC and help us make an impact protecting Albertan insurance consumers: Apply here. This competition will remain open until September 24, 2026. AIC thanks all candidates for their interest. We value the time and efforts candidates put into their application and we commit to responding to all candidates and letting know the status of their application. AIC is committed to promoting equity and diversity, and to creating a work environment that is respectful, inclusive, and free from barriers.

What you’ll do

The role provides executive support to the CEO and coordinates all Board and Committee activities, including agenda preparation and minute recording. It also manages legal and governance records while supporting regulatory processes and privacy compliance.

Requirements

Requires a Legal Assistant or Paralegal diploma and at least 5 years of experience in a legal support role, with 3+ years specifically in board governance and executive support. Proficiency in Microsoft Office and CRM systems is essential.

Benefits

• Health Insurance • Dental Insurance • Health And Wellness Spending Account • RRSP Employer Matching • Transit Allowance • Employee Discounts

Listed skills

• Project Coordination · Preferred
• analysis · Preferred
• Policy development · Preferred
• CRM Systems · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Board Governance
• Legal Administration
• Executive Support
• Minute Taking
• Stakeholder Communication
• Privacy Legislation Compliance
• Policy Development
• Research
• Analysis
• Legal Writing
• Document Management
• CRM Systems
• Microsoft Office Suite
• Project Coordination
• Discretion

Job areas

• Legal
• Administrative
• Management & Leadership
• Government & Public Sector
• Finance & Accounting