Job description

We are currently seeking an ambitious, self-driven Administrative Assistant to join our team in Calgary. The ideal candidate will be a confident, proactive, detailed oriented team player who possesses excellent organizational skills. Working with our team of law clerks, lawyers and articling students, it is expected that the candidate will be able to manage a high volume of work with tight turnaround times during and outside business hours and will be called upon to draft, review and analyze corporate documents, and assist with transactions.

Update and maintain minute books documentation.
Review, proofread and quality check documents to ensure compliance with procedures and protocols.
Maintain and organize files to ensure they are easily retrievable by principals, file/scan all paper or electronic correspondence/records into the firm’s document management system.
Maintain and update the tickler system (i.e., due dates and renewal dates).
Reconcile invoices and process monthly expenses.
Answering general questions regarding

the locating of minute books
which law clerk is responsible for each company

Scanning and uploading documents into the corporate database.
Drafting and printing of share certificates.
Generating share, director and officer registers and shareholder transfer ledgers (subject to accurate documentation being included in the minute books).
Participate in projects and initiatives as assigned.
Successful completion (or in process of completion) of a paralegal course, or a legal assistant certificate/diploma (or equivalent) offered by a recognized educational institution would be considered an asset.
Superior attention to detail and excellent judgment and decision-making skills
Strong initiative and excellent organizational, project management and leadership skills
Excellent interpersonal skills and the ability to work well within a team
Excellent time management skills and the ability to handle multiple priorities in a busy practice
Ability to communicate effectively both orally and in writing
Ability to work well independently and collaboratively within a team environment.
Flexibility to occasionally work overtime.

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.