Admin Assistant - Product & Privacy Legal

Company Description

Join the team redefining how the world experiences design.

Hey, g'day, mabuhay, kia ora, 你好, hallo, vítejte!

Thanks for stopping by. We know job hunting can be a little time consuming and you're probably keen to find out what's on offer, so we'll get straight to the point.

About the Group

This role is a part of the close knit Global Legal group here at Canva. You'll be the operational genius behind our global Privacy & Product Legal team (spanning Australia, US, UK, Philippines and China). The Privacy and Product Legal Team help Canvanauts be “risk aware” when they roll out new products, tools and features, so that we can help Canva to become the world’s most trusted platform. About the Role The Legal team has a big mission: to protect and support the growth of Canva and our Community — balancing the need to reduce risk with the need to empower teams to move fast and make their crazy big goals happen. Legal Assistants play a crucial part in making this mission real. They are the operational heartbeat of our global legal function, ensuring our lawyers can focus their expertise on the most impactful, strategic and complex legal work.

As a Legal Assistant for the Privacy & Product Legal team, you turn complexity into clarity. Your craft blends exceptional organisation, thoughtful stakeholder care and an instinct for anticipating needs before they arise. From scheduling and triage to document management, billing, onboarding, meeting prep and workflow optimisation, you build the systems and momentum that keep this team running at its best. In this role, you’ll partner closely with the Admin Business Partner to support the Head of Privacy & Product Legal and their global team across multiple timezones — ensuring they remain focused, effective and empowered to deliver high-impact outcomes that advance Canva’s mission.

What you’ll do (responsibilities)

Master the Day-to-Day: Triage Jira tickets and support our smart-triage workflows, keeping requests flowing to the right lawyer. You’ll coordinate meetings across four timezones, manage busy calendars, and keep our global Product & Privacy Legal team connected, prepared and focused.

Be the Ultimate Connector: You’ll become the team’s central hub — the person everyone trusts to route requests, manage follow-ups, and ensure the right information gets to the right people at the right time. This includes coordinating with internal teams, external counsel, vendors, and cross-functional partners.

Design & Create: Bring legal content to life by formatting documents, decks and training materials in Canva, maintaining Confluence and Google Drive resource pages, and making complex information look effortless and beautiful. You’ll also support proofreading, editing PDFs, and polishing legal documents.

File, Document & Knowledge Management: Own the details that keep our team running smoothly — organising documents, managing folder structures, coordinating e-signatures, naming and filing conventions, and keeping knowledge bases tidy and up to date.

Billing & Contract Support: Support the smooth running of our e-billing ecosystem: onboarding vendors, setting up matters, tracking invoices, coordinating with external counsel, and following up approvals in Brightflag. You’ll help run contract, invoice and document workflows, including zip requests and payment follow-ups.

Event Orchestrator: Plan and execute the moments that matter: team meetings, bonding activities, annual offsites, external law firm events, and Force for Good activities. You’ll manage logistics, spaces, Zoom links, travel, and run the operational heartbeat behind events that keep the team connected and engaged.

Program Manager: Partner with the Group Lead, Admin Business Partner and P&P Leadership to plan and track goals. You’ll support project timelines, coordinate comms, keep Jira boards up to date, and make sure the right people stay aligned at every stage. Your work ensures seamless execution across a global team.

Onboarding Champion: Support onboarding new teammates by preparing and updating onboarding decks, centralising resources, and ensuring new joiners feel welcomed, equipped, and able to hit the ground running.

Mail, Couriering & Notary Support: Handle incoming mail, scanning and notifying the right people, coordinating couriers, and arranging notaries for time-sensitive or jurisdiction-specific documents.

Keep the Team Flowing: Coordinate cards, celebrations, gifts, and team moments. You’ll also work closely with the Admin Business Partner to support the Group Lead with diary management, travel bookings, expenses and schedule prioritisation, helping them stay focused on the highest-impact work.

What we're looking for

You've got 2-4 years of business operations, executive support, paralegal or admin business partner experience and you approach work like this:

• You handle sensitive information with absolute professionalism

• You communicate respectfully and have growth mindset receiving feedback

• You see tasks through and bring solutions, not just problems

• You’re flexible due to our global team when it comes to connection

• You can already use Canva and have an eye for aesthetic design

• You use AI tools and are eager to learn more to make yourself and your team more productive

• Tech company experience preferred - You've worked in fast-paced environments supporting busy leaders in legal, operations, or compliance-focused teams

• Project management skills - You have strong collaboration abilities and experience in stakeholder management across multiple functions

• Confidentiality is sacred - You understand that in legal environments, discretion isn't optional

• Details matter deeply - Mismatched fonts make your eye twitch, and you'd never leave work unfinished

• Relationships are everything - You build rapport quickly and know exactly who needs what information when

• Problems are puzzles - You see inefficient processes and immediately start designing solutions

• Anticipation is your superpower - You're always two steps ahead, preventing issues before they happen

What's in it for you?

Achieving our crazy big goals motivates us to work hard - and we do - but you'll experience lots of moments of magic, connectivity and fun woven throughout life at Canva, too. We also offer a range of benefits to set you up for every success in and outside of work.

Here's a taste of what's on offer:

• Equity packages - we want our success to be yours too

• Inclusive parental leave policy that supports all parents & carers

• An annual Vibe & Thrive allowance to support your wellbeing, social connection, office setup & more

• Flexible leave options that empower you to be a force for good, take time to recharge and supports you personally

Check out lifeatcanva.com for more info.

Other stuff to know

We make hiring decisions based on your experience, skills and passion, as well as how you can enhance Canva and our culture. When you apply, please tell us the pronouns you use and any reasonable adjustments you may need during the interview process.

We celebrate all types of skills and backgrounds at Canva so even if you don’t feel like your skills quite match what’s listed above - we still want to hear from you!

Please note that interviews are conducted virtually.