Administrative Assistant

Borden Ladner Gervais LLP (BLG); Calgary; On-site; CAD 40,000 - 50,000; Full time

Job summary

BLG Calgary is seeking an Administrative Assistant to support the team with a service-oriented approach and to work from the office Monday to Friday. The role focuses on documentation, file management, and client-related processes within a professional legal environment.

Responsibilities include copying, scanning, binding, archiving, and using the practice management system to log and record documents. Strong organization, communication, and multitasking are essential for success.

Qualifications

• Post-secondary diploma in Administration or Legal Assistant studies preferred.
• Strong organization and multitasking skills.
• Excellent interpersonal and written communication abilities.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Undertake large and small copying requests, scanning, binding and finishing copied work.
• 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.
• Log and record documents in the practice management system.
• Maintain all filing and work areas in a tidy and orderly manner.
• Assist with Know Your Client (KYC) and conflict checking procedures.
• Keep a record of time spent on various administrative tasks.

Skills

MS Office

communication

time management

teamwork

multitasking

CRM

Education

Post-secondary diploma in Administration or Legal Assistant

Tools

Practice management system

CRM

Job description

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 Monday to Friday.

The key responsibilities of this role include:

Administration and File Management

• 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

Customer Service

• Address any Lawyer and/or Legal Support Services member inquiries 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
• Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRMPost-Secondary diploma in Administration or Legal Assistant studies, an asset
• 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