Job Posting - Legal Coordinator - Registered Insurance Brokers of Ontario (RIBO)

About the Company

Established in 1981, the Registered Insurance Brokers of Ontario (RIBO) is the self-regulatory body that licenses and oversees general insurance brokers in Ontario. With a mandate to protect the public interest, RIBO regulates the professional conduct and competence of over 22,000 licensees across the province. As Ontario’s insurance broker regulator, we play a critical role in ensuring consumer trust and maintaining high standards within the profession.

RIBO’s core responsibilities include setting qualification standards, licensing individuals and firms, monitoring compliance, developing regulatory policy, and addressing professional conduct concerns through complaints and discipline processes.

We currently have a vacancy and are seeking a full-time Legal Coordinator.

Position Summary

The Legal Coordinator plays an essential operational role within the Compliance, Conduct & Investigations (CCI) team by providing administrative, procedural, and documentation support. Reporting to the Manager, Discipline, the Legal Coordinator ensures that Complaints Committee meetings, Discipline Hearings, and related statutory processes are organized efficiently, documented accurately, and conducted in alignment with the Registered Insurance Brokers Act, By‑laws, Regulations, and the Code of Conduct.

The role is responsible for coordinating panel and hearing logistics, maintaining accurate records, and supporting the issuance and publication of decisions and orders. The Legal Coordinator also supports the Manager, Discipline and the broader CCI team through scheduling, reporting, file management, and cross‑departmental coordination. By maintaining high standards of accuracy, confidentiality, and procedural consistency, the Legal Coordinator contributes directly to RIBO’s commitment to fairness, transparency, and public protection within its disciplinary mandate.

Key Responsibilities

Discipline Administration & Hearing Logistics

• Coordinate Complaints Committee meetings and Discipline Hearings end‑to‑end: scheduling dates, confirming quorum, assembling panel members, preparing agendas, circulating materials, and arranging all logistics.
• Distribute disclosure/evidence packages (hearing briefs, exhibits, witness lists) to panel members and counsel; maintain exhibit lists and version control.
• Maintain the Discipline Office (Tribunal) file and ensure that all documents are properly filed.
• Coordinate hearings with court reporter and external hearings facilitator.
• Provide hearing‑day support (virtual or in‑person) coordinate last‑minute filings.
• Coordinate accessibility/accommodation needs for participants (e.g., AODA‑related supports, interpretation, accessible formats) in consultation with the Manager, Discipline.

Legal Documentation, Quality Assurance & Records

• Liaise with external counsel regarding schedules, document requests, filing requirements, and procedural steps.
• Maintain complete, Discipline Office (Tribunal files) adhering to retention, archival, and destruction procedures.
• Support the Discipline Manager in maintaining the internal repository of decisions, orders, reasons, and precedents to support consistency and efficient reference by the CCI team.
• Ensure decisions are published, where applicable.

Tracking, Reporting & Divisional Support

• Maintain accurate trackers and dashboards.
• Support the Discipline Manager in preparing monthly statistical summaries and ad‑hoc reports on hearings, and outcomes and other reports as required, support data integrity across systems of record.
• Support the Manager, Discipline and the broader CCI division with scheduling, document flow between Investigations and Legal, and routine stakeholder inquiries handled with professionalism and discretion.
• Contribute to continuous improvement (templates, checklists, workflows) and uphold procedural fairness and confidentiality in all activities.

Essential Qualifications, Experience & Skills

• Law Clerk or Paralegal diploma/designation, or a minimum of 5 years of equivalent experience in a legal, regulatory, court, or administrative tribunal environment (e.g., law firm, court office, professional regulatory college, arbitration/tribunal office).
• Minimum 3 years of progressive office experience, ideally involving the preparation, proofing, or handling of legal, regulatory, or confidential documentation.
• Demonstrated ability to handle sensitive issues, exercise sound judgment, and maintain strict confidentiality at all times.
• Highly adaptable with a willingness to take on and learn a wide variety of tasks in a dynamic regulatory environment.
• Superior organizational and time‑management skills, including the ability to track multiple follow‑up items, manage competing deadlines, and maintain orderly files and documentation.
• Ability to work independently with minimal supervision while producing accurate, high‑quality work within established timelines.
• Excellent computer skills, including strong proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to learn case‑management or tribunal‑support systems.
• Strong written communication skills, including proofreading, formatting, and ensuring accuracy in legal or quasi‑legal documents.
• Strong interpersonal skills, including professionalism when interacting with licensees, complainants, counsel, committee members, and internal staff.
• High attention to detail, including the ability to verify citations, reference legislation accurately, and ensure quality control of documentation.

Preferred Qualifications & Assets

• Experience supporting discipline, tribunal, hearing, or adjudicative processes in a regulatory, legal, or court setting.
• Experience assembling disclosure packages, managing evidence, or supporting hearings (virtual or in‑person).
• Experience working with independent legal counsel or external counsel.
• Experience updating licensing, registration, or membership databases within a regulated profession.
• Experience maintaining decision repositories, precedent libraries, or structured administrative records.
• French language proficiency (an asset).

What RIBO Offers

• Competitive Salary: Hiring range of $55,000 – $64,000, commensurate with experience.
• Retirement Savings: Up to 8% matching RRSP contributions to help you plan for the future.
• Health & Wellness Coverage: Robust health and dental benefits that go beyond the basics to support your overall well-being.
• Generous Paid Time Off: More than just standard vacation — our time-off policies include personal and sick days, a winter break, and early closures before long weekends to support true work-life balance.
• Professional Growth: Access to a dedicated training and education fund to support your ongoing learning and career development.
• Supportive Culture: Be part of a positive, collaborative environment where your ideas are valued and your contributions make a difference.

The Application Process

If you are interested in this role, please submit your resume and cover letter to careers@ribo.com including Legal Coordinator in the subject line.

Your cover letter should include:

• What interests you about RIBO
• What interests you about the role
• How your experience would contribute to success in this position

Application Deadline: April 8, 2026

At RIBO, we value diversity, equity, inclusion, and belonging. We are committed to building inclusive teams and an equitable workplace for all employees. We strive to provide an accessible candidate experience and encourage applicants to request accommodation by contacting careers@ribo.com.

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