Administrative assistant senior Jobs in Calgary, AB

Our client, a prestigious international law firm, is seeking an Administrative Assistant to join their Calgary office. In this role, the Administrative Assistant will provide essential support to the office’s management team in delivering various business service functions, including professional resources, legal support, marketing and business development, and client services.PART A : Position Accountabilities / Supporting ActivitiesProfessional ResourcesTrack and complete registrations for law student on campus interviews and career fairsTrack student and associate candidate applications through firm recruitment softwareProcess law school sponsorships, track firm contributions, and organize promotional materialsAttend and assist with the logistics of student events as requiredAssist with student and associate performance review processes, including inputting feedback into review systems and proofreading entriesReport on lawyer and student activity levels as requestedLegal SupportAssist 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 DevelopmentAssist with the coordination and execution of Calgary based client eventsCreate event invitations and track RSVPs through interactionAct as a point of contact for event information, including reservations and ticketsMonitor and track inventory of swag and tickets for client hosting initiativesProvide support with community investment initiatives, including tracking donations, coordinating swag, managing invoices and paymentsCoordinate with third-party vendors for internal or external events or client giftsClient ServiceProvide 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 submitting vendor invoices for payment.GeneralPrepare 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 changesManage 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 itinerariesCoordinate meetings, schedule boardrooms / restaurant reservations, and arrange for catering or audio-visual equipmentManage and update calendars for principals, which includes meetings, appointments, and due datesTrack, monitor, and process expensesQualifications (Education / Credentials / Experience)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.PART B : Core Competencies (Attributes / Qualities / Values)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 judgment, including the ability to work with tact, poise and discretion.Flexibility to work overtime when required.Interested and qualified candidates are asked to forward their resume in confidence to Shona Tischner at [email protected] Urban Legal Recruitment we guarantee discretion and confidentiality. We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.