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.
