Overview
Executive (or Legal) Administrative Assistant Jobs in Calgary, Alberta, Canada at NES Fircroft
Title: Executive (or Legal) Administrative Assistant
Company: NES Fircroft
Location: Calgary, Alberta, Canada
Executive/Administrative Assistant (Legal)
Location: Calgary, Alberta
Employment Type: Full-Time (40 hours/week)
Contract Length: 3-months
Work Arrangement: Minimum of three days per week in the office.
Position Summary
Reporting to the Head of Legal Canada, the Executive (or Legal) Administrative Assistant provides advanced administrative support to the cross-department team. This role requires exceptional organizational skills, sound judgment, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Exercise independent judgment and decision-making across a broad range of administrative activities.
- Act as a liaison between Legal, Information Technology (IT), and other support functions to facilitate timely access to systems, technology platforms, and services.
- Coordinate onboarding, offboarding, and employees join/move/leave activities within the Legal team.
- Organize departmental and team meetings, collaborating with Real Estate and other internal stakeholders.
- Process, track, and manage legal counsel invoices and support reporting related to external litigation and legal matters.
- Collaborate with the legal team to draft correspondence, conduct basic research, and provide administrative support.
- Handle commercially sensitive and confidential information with professionalism and discretion.
- Communicate regularly with internal stakeholders, external legal counsel, and third parties regarding confidential and business-critical matters.
Key Competencies
- Ability to work independently with minimal supervision.
- Strong initiative and a proactive approach to identifying opportunities to improve processes and add value.
- Confidence in making appropriate judgment calls when representing legal professionals in day-to-day interactions.
- Understanding of departmental, business unit, and organizational operations and procedures.
- Strong administrative, organizational, and time-management skills.
- Excellent word processing and document drafting capabilities.
- Ability to manage multiple priorities accurately and efficiently under tight deadlines.
- Familiarity with Canadian legal and regulatory concepts is considered an asset.
Qualifications & Experience
Preferred:
- Legal Assistant certification from a recognized educational institution.
- Experience supporting an in-house legal department or a private law firm environment.
Required:
- Demonstrated administrative experience and strong professional references.
- Excellent communication and interpersonal skills.
- Proven ability to handle confidential information and build effective working relationships.
Ideal Candidate
The successful candidate is energetic, highly organized, and motivated to contribute as part of a collaborative team. They thrive in a fast-paced environment, are comfortable managing competing priorities, and proactively seek opportunities to improve processes and support colleagues.
