Executive Assistant - HGA Law
Edmonton, Alberta
Full-time
Job Purpose
Reporting to
the Principal, the Executive Assistant is responsible for coordinating and
supporting a variety of tasks and responsibilities to improve operational
efficiency by streamlining processes and procedures for the leadership team.
This position will have frequent communication with clients in following up on
required documentation and coordinating timely processing of work. The EA will
be a reliable self-starter who is eager to support a fast and innovative team.
This position will require a high level of organization, motivation, attention
to detail and a passion for helping and maintaining excellent relationships to ensure
the organization runs efficiently.
Key Duties & Responsibilities
§
Key
Duties & Responsibilities§ Providing administrative support to the Principal and the leadership team at HGA Law
§ File opening, including conflict checks and understanding procedures for each client
§ File closing, including preparing Project Completion Report and Trust Ledger Report
§ Maintaining electronic records, including scanning documents, preparing virtual minute books, and preparing electronic closing books for client delivery.
§ Monthly follow up on Accounts Receivable over 30 days
§ Preparing and processing legal documentation packages and other related forms
§ Creation and maintenance of virtual minute books, at direction of Paralegal
§ Assisting with and monitoring workflow to ensure timely response to inquiries and time-sensitive deadlines
§ Managing correspondence and other documents of a confidential and sensitive nature
§ Preparing presentations, correspondence and other communications using Microsoft Office applications
§ Maintaining filing systems and monitoring files requiring follow-up review
§ Other administrative duties as required
Qualifications
Education and Experience:
- Diploma or Degree in Administration, Office Management, Law, Business, or related area
- Minimum of 3 years of experience in an office administrative role
- Minimum of 2 years of experience in a law office, preferred
- Ensures professionalism in all aspects of work
- Excellent communication, verbal, written and presentation
- Excellent attention to detail and demonstrated ability to take initiative
- Ability to work on multiple priorities at once and capable of switching tasks as needed
- Ability to work under pressure and ensure all tasks are completed on time and within company policy and procedures
- Ability to work in collaboration with all members in the office, as well as independently
Skills & Knowledge:
- Knowledge of general office processes and procedures
- Excellent computer skills
- Excellent communications, both oral and written
- Focus on client service orientation
- Consistently demonstrates trustworthiness and integrity
- High degree of attention to detail
- Ability to excel in a team environment, and working individually
- Ability to problem solving individually, and use judgement to raise awareness of challenge, or complex challenges
- Strong organization and time management skills
- Willingness to take initiative
- Ability to make sound judgement calls, based on experience and critical thinking
Please visit our careers page to see more job opportunities.
Apply for this Position
OR