Administrative Assistant

Borden Ladner Gervais LLP (BLG)•Calgary, AB

7d•Onsite

About The Position

The Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, Practice Assistants and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required. Filing, copying, scanning and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during each day. The Administrative Assistant is accountable for establishing and maintaining an ongoing service-based relationship with the team. The successful candidate will be expected to work from the office on a full-time basis.

Requirements

Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRM
Ability to take initiative
Flexible and enthusiastic self-starter
Strong organization and multi-tasking skills
Strong oral and written communication skills
Excellent interpersonal skills
Strong teamwork skills
Ability to work under pressure and meet deadlines
Sound knowledge of support services
A desire to continuously improve skills
A strong focus on ensuring the highest levels of client service standards are delivered and maintained

Nice To Haves

Post-Secondary diploma in Administration or Legal Assistant studies, an asset

Responsibilities

Undertake large and small copying requests, scanning, binding and finishing copied work (working with Office Services as applicable)
Receive and process file management requests
Create new files in the system and undertake all file closing procedures
Open new file folders and label accordingly
Work with the practice management system to log and record documents
Undertake all file management (return or add documents) and file housekeeping procedures to ensure existing client files are constantly up to date
Understand, identify and process all principle documents within files
Process archive retrieval requests
Maintain all filing and work areas in a tidy and orderly manner
Assist with Know Your Client (“KYC”) and conflict checking procedures in accordance with the firm’s procedures
Conduct searches as requested
Keep a record of time spent on various administrative tasks for internal purposes
Any other duties as requested by the business
Address any Lawyer and/or Legal Support Services member enquiries in a prompt and efficient manner
Communicate and liaise with requestor on file management issues
Consistently and appropriately update the team on progress where appropriate
Work with team to offer assistance wherever possible