Administrative Assistant

Who We Are

Fasken is a leading international business law and litigation firm, and was recently voted one of Canada’s Best Employers for 2023. Our firm’s 950 lawyers are located across offices in Vancouver, Surrey, Calgary, Toronto, Ottawa, Montréal, Québec City, London and Johannesburg and an office in the professional and retail district known as Taza (/Ta-Zah/) on Tsuut’ina lands. Providing strategic and thoughtful advice in all areas of business law, our broad range of clients include close to half of the Fortune 100 companies, as well as corporate clients, government agencies, regulatory authorities, non-profit bodies and individuals. Our clients interests are paramount in all that we do and we take pride in supporting our communities. We are a place where bright, talented, and collegial people want to work together and we work hard together to achieve our goals in a collaborative and efficient way.

A Day In The Life

The Administrative Assistant plays a crucial support role aiding the HR team in various administrative tasks. Responsibilities include managing employee records, coordinating various meetings and calendars, assisting with onboarding processes and processing administrative tasks in a timely manner. This role requires excellent organization skills, attention to detail and effective communication to support efficient HR workflow. This role is 100% on site. 

Primary responsibilities include, but are not limited to:

• Efficient Administration: Handle employment paperwork, expense claims, and document management with precision and urgency.
• Onboarding Expert: Lead onboarding programs, manage paperwork, and conduct HR orientations for new team members.
• Policy Management: Keep HR policies updated on our intranet to ensure they align with legal requirements.
• Record Management: Maintain employee records with strict confidentiality and legal compliance.
• Meeting Coordinator: Organize meetings and manage notes and action items.
• Recruitment Support: Provide dedicated support for recruitment and reference checks.
• Social Event Coordinator: Lead HR-sponsored social events that bring the entire region together for quality time.
• Wellness Initiatives Leader: Drive wellness initiatives for the region, enhancing the health and well-being of our team.
• Occupational Health & Safety Advocate: Represent HR on the Occupational Health & Safety committee, ensuring a safe and healthy workplace.
• Ergonomics Specialist: Assist in scheduling ergonomic assessments to promote employee well-being and comfort.
• Assistant to the HR Team: Provide essential support to human resources in tasks like calendar management, memos, and letters.
• Payroll Backup: Offer daily support and vacation coverage for the HR Specialist.
• Versatile Team Player: Adapt to various tasks, responsibilities, and projects as needed.

Qualifications

• Previous Admin Experience: A background in administration is a must.
• Client Service Focus: Dedication to top-notch service with a positive attitude.
• Pressure-Proof: Thriving in high-pressure situations.
• Effective Communication: Strong interpersonal and written communication skills.
• Confidentiality Expertise: Handling sensitive information with utmost discretion.
• Time Management Whiz: Excelling in managing multiple tasks and conflicting priorities.
• Team Player: A self-starter who collaborates well within a team.
• Attention to Detail: Never letting important details slip through the cracks.
• Tech Proficiency: Adept at Microsoft Office.

Must Haves

• Passion for Impact: We're looking for individuals who are committed to making a difference in our workplace. If you have a passion for improving processes, creating a positive atmosphere, and simplifying the lives of our team members, you'll fit right in.
• Culture Champion: We believe in the power of a positive workplace culture. If you're the type of person who can rally the team, boost morale, and contribute to a harmonious work environment, we want to hear from you.
• Resourcefulness: No task is too big or too small for us, and we value individuals who can find creative solutions to any challenge. Your resourcefulness and "can-do" attitude will be a valuable asset.
• Team Player: Our collaborative, team-based environment thrives on individuals who are willing to go the extra mile to support their colleagues. Being a true team player is a must.
• Commitment to Service: Our commitment to superior client service extends to our own team members. If you're driven by a desire to make their lives easier, you're the kind of candidate we're looking for.
• Continuous Improvement: We appreciate candidates who are dedicated to continuously improving processes and who see opportunities where others might see obstacles.
• Ability to maintain confidentiality of information

Why Work With Us

We offer a comprehensive salary and benefits package that is very competitive, together with opportunities for personal and professional growth. Our benefits include:

• A health and wellness subsidy
• An annual education & tuition reimbursement
• Flexible medical and dental benefits (effective from day one)
• Short term and long term disability insurance
• Personal days
• Employee & family assistance program
• Paid vacation and sick days
• Group retirement savings plan with matching contributions
• Monetary incentive for employee referrals
• Flexible working arrangements
• Opportunities to give back to your community through firm initiatives
• An engaging firm culture that celebrates our hardworking and dedicated people

Diversity and Inclusion

We believe a diverse workplace comprises individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome.

Accessibility and Accommodation

It is important to that all our members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

Background and Reference Checks

Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check, employment and educational verification.

Compensation

The typical salary range for this position is $50,000 - $60,000 annually; the base pay offered is based on location and may vary depending on job-related knowledge, skills, experience, internal and market equity.

Your Application

We appreciate hearing from all qualified candidates, however, only those applicants whose background and experience match our requirements will be contacted. You can submit your application via our Careers page.