Job Summary: 

• Support the VPs in Finance & IT and senior leadership teams, manage and organize calendars, arrange travel, and coordinate with both internal and external stakeholders to align meetings and schedules
• Own department and project administrative tasks such as onboarding of new contractors and employees
• Track open roles within Finance and IT by coordinating with people operations on interview loops and feedback
• Partner with the Tax team to handle business license filings, various tax return filings and administering executive signatures through DocuSign 
• Prioritize and own multiple projects simultaneously, follow through on requests in a timely manner, and bringing awareness to areas of improvement
• Work independently and as a team collaborator with the ability to change direction quickly and often without having all the details and leveraging other team members for gathering the necessary information to make decisions
• Complete expense reports for the leaders support
• Assist with catering for internal meetings, company events, and lunches etc.

Skills on Resume:

• Calendar Management (Hard Skills)  
• Travel Coordination (Hard Skills)  
• Onboarding (Hard Skills)  
• Tax Filing Support (Hard Skills)  
• Project Management (Soft Skills)  
• Team Collaboration (Soft Skills)  
• Expense Reporting (Hard Skills)  
• Event Coordination (Hard Skills)  

Job Summary: 

• Monitors secretarial ratios, in partnership with the Director of Administration, works to ensure compliance with Firm’s ratio targets, prepares monthly ratio reports.
• Ensures coverage for after hours and weekend work, closings, off-site assistance for trial support and special projects 
• Works with practice group leaders on office logistics to provide the most effective support for attorneys while maximizing use of secretarial staff.
• Directs and manages the work of the floater secretaries and other groups
• Organizes and conducts secretarial seminars and general meetings, keeps staff informed of all appropriate information.
• Establishes clear expectations, sets direction and priorities, ensures that work levels are balanced among all staff.
• Manages secretarial and/or attorneys issues, mediates disputes between secretaries and between attorneys and secretaries, resolves issues in a timely manner.
• Facilitates the development of staff by providing opportunities and support, provides timely feedback on work product.
• Regularly coaches, evaluates, and recognizes staff performance and accomplishments.
• Counsels secretaries regarding work performance, attendance, or behavioral issues, prepares documentation 
• Counsels, disciplines, terminates employees as necessary in collaboration with Human Resources.
• Rewarding and disciplining employees, addressing complaints and resolving problems.

Skills on Resume: 

• Ratio Monitoring (Hard Skills)  
• Staff Coverage Management (Hard Skills)  
• Office Logistics (Soft Skills)  
• Work Delegation (Soft Skills)  
• Staff Seminars (Soft Skills)  
• Staff Development (Soft Skills)  
• Conflict Resolution (Soft Skills)  
• Performance Evaluation (Hard Skills)

Job Summary: 

• Oversight of notary certifications and compliance to ensure notaries are current on licenses and payment requests are approved.
• Oversight and execution of employee events and activities related to the support teams and other groups
• Leads by example, establishes clear expectations, sets direction and priorities, ensures that work levels are balanced among all staff
• Resolves internal staff issues in a timely manner, keeps staff informed of all appropriate information, builds effective team, delegates at appropriate level.
• Develops and implements staffing plans, manages secretarial assignments.
• Works with office management and practice group leaders to develop staffing configurations consistent with workflow and support requirements of practice group and office.
• Maintains master secretarial schedule, manages daily desk coverage and overflow requirements to ensure effective delivery of services and utilization of staff.
• Ensures adequate evening and weekend coverage.
• Reviews and approves secretarial vacation requests to ensure adequate coverage.
• Ensures floaters, floor secretaries and temporary staff have the training and information necessary to support assignments.
• Engages temporary staff as needed, processes and approves related invoices, monitors expenses.
• Responsibilities include interviewing, hiring, and training employees, planning, assigning, and directing work,  appraising performance

Skills on Resume: 

• Notary Compliance (Hard Skills)  
• Event Management (Soft Skills)  
• Leadership (Soft Skills)  
• Staff Issue Resolution (Soft Skills)  
• Staffing Planning (Hard Skills)  
• Schedule Management (Hard Skills)  
• Training and Development (Soft Skills)  
• Temporary Staff Management (Hard Skills)  

Job Summary: 

• Facilitates the development of staff by providing opportunities and support, provides timely feedback on work product, regularly coaches, evaluates, and recognizes staff performance and accomplishments.
• Establishes/adheres to Department budget, seeks opportunities to improve Department efficiency and reduce expenses by streamlining operations.
• Determines open position requirements.
• Participates in the hiring process of candidates including coordination of interviews
• Provides orientation and training for newly hired secretarial and support services staff.
• Promotes a work environment that fosters teamwork.
• Distributes daily and/or weekly performance evaluations for floater secretaries, meets regularly to discuss performance issues.
• Consults with the Director of Administration and HR 
• Manages the annual secretarial evaluation process, to include: reviewing attorney contributing and consensus reviews, preparing consensus reviews
• Conducting review meetings and obtaining signed copies of reviews, preparing meeting summaries.
• Analyzes salary data, proposes annual increase recommendations, prepares written justifications for proposals which exceed firm guidelines.
• Participates in office and firm-wide committees

Skills on Resume: 

• Staff Development (Soft Skills)  
• Budget Management (Hard Skills)  
• Hiring Coordination (Hard Skills)  
• Orientation and Training (Soft Skills)  
• Teamwork Promotion (Soft Skills)  
• Performance Evaluation (Hard Skills)  
• Salary Analysis (Hard Skills)  
• Committee Participation (Soft Skills)

Job Summary: 

• Oversee the clerical support functions for designated areas.
• Develop and implement departmental goals and objectives for clerical areas in consultation with the supervisor.
• Participate in workforce and long-term strategic planning for administrative staff in designated area(s).
• Interview, hire and train/retain staff to ensure optimal use of resources to meet operational needs.
• Provide leadership to designated staff utilizing effective management techniques.
• Provide guidance and direction, establish clear definitions of responsibility and assign, monitor and adjust work/schedules.
• Make arrangements for staff orientation and training sessions.
• Oversee the effective and efficient daily operation of administrative services.
• Develop and monitor designated budget and other resources.
• Participate in the development, communication and implementation of relevant policies and procedures.
• Collaborate with VCH Occupational Health & Safety Advisor/s to ensure compliance with Worksafe BC regulations and ensure safety in the workplace.
• Represent Administrative staff on related committees.

Skills on Resume: 

• Clerical Support Management (Hard Skills)  
• Goal Setting (Soft Skills)  
• Workforce Planning (Soft Skills)  
• Staff Recruitment (Hard Skills)  
• Leadership (Soft Skills)  
• Training and Development (Soft Skills)  
• Budget Management (Hard Skills)  
• Policy Development (Hard Skills)