Administrative Assistant

The Role

The Administrative Assistant supports both fee-earners and non-fee earners by performing non legal tasks. The position incumbent will be part of the Administrative Assistant Resource Team in Canada (AART Canada). In Calgary, the role is hybrid in that it also entails covering at reception and assisting with local workplace services related tasks.

This is a non-exempt (overtime eligible) position which requires on site presence at the Calgary office 5 days a week.

Key Responsibilities

• Answer, field, and transfer calls; redirect e-mails effectively in a courteous &
  professional manner.
• Greet clients and other visitors who come to our office's reception area and respond to any inquiries they may have.
• Help with document management and preparation for examinations and trial.
• File electronic documents in iManage, if required.
• Handle photocopying, binding, and printing requests as needed.
• Collect, sort and distribute mail and courier packages; pick up/drop off mail at
  Canada Post and attend to overnight couriers as needed.
• Manage incoming and outgoing deliveries.
• Send, monitor and distribute both incoming and outgoing faxes to ensure
  documents reach the correct recipients.
• Schedule all conference room and visitor office bookings.
• Reserve, prepare, and tidy conference rooms for meetings: this includes making
  coffee/tea, ordering and setting up of refreshments, breakfasts, and/or lunches prior to any meetings.
• Ensure the general cleanliness of reception area, kitchen, visitors' workspace and
  conference rooms.
• Assist with ordering and coordinating catering for office functions.
• Order snacks and refreshments for the office.
• Attend to bank-related tasks as needed.
• Scan and report all incoming regular and trust cheques to Accounts Payable.
• Prepare chrome river invoices and expense reports.
• Assist with the client billing process, if required.
• Manage incoming and outgoing deliveries as needed.
• Update telephone contact sheets.
• Manage and administer security access cards through building property
  management.
• Act as back-up for Workplace Services Coordinator.
• Perform other related duties when needed.

Essential Skills & Experience

• Diploma in secretarial studies, office technology or other combination of equivalent training and experience.
• A minimum of 3 years of relevant experience in the legal sector or in another
  professional services environment.
• Able to both speak and write in English with ease.
• Proficiency in French is considered an asset
• Excellent knowledge of Microsoft Office, especially Excel, Word and Outlook.
• Great rigour and attention to detail in the execution of tasks.
• Interest for working with numbers, spreadsheets, billing and invoicing tasks.
• Strong organizational and prioritization skills.
• Ability to manage various tasks simultaneously and meet tight deadlines.
• Ability to focus attention and work in a dynamic environment.
• Communicating and interacting in a professional way with all Clyde & Co staff
  members.
• A sense of autonomy and an excellent team spirit.
• Respect for confidentiality.
• Very skilled at working in a computerized environment (with varied software) and a good aptitude for learning new software tools.

The Firm

Clyde & Co is a leading global law firm, specialising in the sectors that underpin global trade and commercial activity, namely: insurance, transport, construction, energy, trade and commodities. It is globally integrated, offering a comprehensive range of contentious and non-contentious legal services and commercially minded legal advice to businesses operating across the world. Clyde & Co is committed to operating in a responsible way. This means progressing towards a diverse and inclusive workforce that reflects the diversity of its communities and clients, using its legal skills to support its communities through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment. The firm has 480 partners, 2400 lawyers, 3200 legal professionals and 5000 people overall in over 60 offices and associated offices worldwide.

Our Values

Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for our clients and our firm. We:

• Work as one We are a globally connected team of talented people who act with a firm-first mentality to achieve success
• Excel with clients We aim high and challenge ourselves to deliver unique
  excellence for our clients, keeping them at the centre of everything we do
• Celebrate difference We help each other to be at our best and believe our
  differences result in greater achievement
• Act boldly We seek new opportunities, take action and learn as we go, recognising that curiosity drives our development and contributes to growth

Business Services Competencies

Clyde & Co is committed to providing extensive, personal and professional development opportunities for our people enabling them to be highly effective in their current role as well as assisting them to fulfil their career aspirations.

The competencies are used to inform all aspects of Business Services career development. They vary across levels and different business areas and fall under the following areas:

• Technical Excellence
• People and Team
• Client/Stakeholder Relationships
• Service Delivery and Commercial Awareness
• Personal Effectiveness

This is the job description as constituted at present; however, the Firm reserves the right to reasonably amend it in accordance with the changing needs of the business.