The Administrative Assistant is responsible for supporting the office’s management team in the delivery of business service functions, including professional resources, legal support, marketing and business development, and client services.

Professional Resources

• Track and complete registrations for law student on campus interviews and career fairs
• Track student and associate candidate applications through firm recruitment software
• Process law school sponsorships, track firm contributions, and organize promotional materials
• Attend and assist with the logistics of student events as required
• Assist with student and associate performance review processes, including inputting feedback into review systems and proofreading entries
• Report on lawyer and student activity levels as requested

Legal Support

• Assist with the recruitment process including preparing job postings, reviewing resumes, booking boardrooms for interviews, arranging interviews, etc.
• Support with mid-year and annual review processes including coordinating review meetings.
• Assist with onboarding and integration process of new hires.

Marketing & Business Development

• Assist with the coordination and execution of Calgary based client events
• Create event invitations and track RSVPs through interaction
• Act as a point of contact for event information, including reservations and tickets
• Monitor and track inventory of swag and tickets for client hosting initiatives
• Provide support with community investment initiatives, including tracking donations, coordinating swag, managing invoices and payments
• Coordinate with third-party vendors for internal or external events or client gifts

Client Services

• Provide administrative support including procuring access cards for new hires, scheduling appointments, booking boardrooms for meetings, filing and any other administrative assistance.
• Assist with the coordination of maintenance and repair activities.
• Assist with the submitting vendor invoices for payment.

General

• Prepare written materials and provide timely and accurate word processing support including document creation, revision and formatting, convert PDFs to Word documents, creating and editing Excel charts and PowerPoint, prepare correspondence (memos and letters), proofread documents and make necessary changes
  
• Manage all aspects of employee files (e-files and hard copy files) to ensure content is accurate, up to date, and complies with internal guidelines.
  
• Independently manage travel arrangements including booking flights and hotel reservations as required, organize schedules and itineraries
  
• Coordinate meetings, schedule boardrooms/restaurant reservations, and arrange for catering or audio-visual equipment
  
• Manage and update calendars for principals, which includes meetings, appointments, and due dates
  
• Track, monitor, and process expenses
  

• Post-secondary degree or diploma in Business Office Administration or Human Resources, is preferred.
• 1-2 years related experience, preferably within a law firm or professional services firm.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
  
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
  
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
  
• Exceptional attention to detail, efficient and organized.
  
• Strong time management skills to effectively prioritize and meet deadlines with minimal supervision.
  
• Sound judgement, including the ability to work with tact, poise and discretion.
  
• Flexibility to work overtime when required.
  

This position is part of our hybrid work model with 4 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.