Administrative Coordinator

Gowling WLG • Ottawa, ON

31d • Hybrid

About The Position

We are currently recruiting an Administrative Coordinator to support our Practice Directors. This role provides proactive, high-level administrative and coordination support to the Senior Practice Director, along with a group of Practice Directors. The Administrative Coordinator’s core responsibilities are to ensure administrative deliverables are executed efficiently and that key processes run smoothly so leaders can focus on strategic and operational priorities. Acting as a central point of coordination, the Administrative Coordinator brings structure, follow-through, and consistency across the practice groups, while also supporting day-to-day administrative needs.

Requirements

• Business Administration or Project Management Diploma/Certificate.
• 5+ years’ experience supporting senior-level executives in an administrative/project support capacity.
• Advanced proficiency with Microsoft 365, PowerPoint, Outlook & Excel and other relevant software for document management, communication, and organization.
• Ability to communicate effectively both verbally and in writing, with all levels of firm members, with the aptitude to take care of all client needs in a professional and courteous manner.
• Ability to handle confidential information and maintain a high level of discretion.
• Ability to manage time, prioritize tasks, and maintain accurate records.
• Creative, energetic individual who possesses strong organizational skills and who is hands-on and has a proactive approach to dealing with matters.
• Produce a high quality and quantity of work product, with quick turnaround times.
• Strong attention to detail, with the ability to manage stress in a professional manner.
• Possess an understanding of common legal terms and practices in a law firm environment.
• This role operates with a high degree of independence, requiring minimal direction.
• Tasks and objectives are managed proactively and completed with strong judgment and initiative.
• Must have the ability to attend the office in-person three days/week.

Nice To Haves

• Bilingualism (French/English) would be a strong asset.

Responsibilities

• Coordinating and expediting workflow by developing effective procedures, monitoring progress, and initiating follow-ups as needed.
• Assisting in the development, maintenance, and tracking of project plans, dashboards, and operational metrics.
• Coordinating cross-practice initiatives, ensuring alignment on timelines, deliverables, and communications.
• Maintaining shared files, documentation, and knowledge repositories to ensure accuracy, consistency, and accessibility of information.
• Conducting research, compiling data, and preparing summaries, reports, and briefing materials.
• Assisting with report preparation by collecting and analyzing data to provide updates on project status in alignment with business objectives.
• Handling sensitive and confidential information with discretion and sound judgment.
• Providing support to functional or practice area teams, as required.
• Performing other duties as assigned.
• Scheduling and organizing meetings, including preparing agendas and supporting materials for practice groups and departmental planning sessions.
• Recording and distributing meeting minutes, tracking action items, and ensuring timely follow-up on deliverables.
• Managing complex calendars, including scheduling meetings, coordinating appointments, and arranging travel.
• Drafting and editing communications, including emails, letters, memos, and presentation materials such as PowerPoint decks.
• Supporting financial processes, including expense submissions and basic financial reporting.
• Providing ongoing administrative support for projects, initiatives, and management meetings, including follow-up on action items.
• Managing correspondence, including responding to phone calls and emails, organizing files, and handling general administrative duties.

Benefits

• 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top-up for 26 weeks (after 12 months of full-time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long-term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree