ADMINISTRATIVE ASSISTANT

Caron & Partners LLP is a mid-sized Calgary law firm dedicated to providing clients with quality legal services and strategic counselling for over 55 years. We offer a broad range of legal services in various practice areas.

OVERVIEW

We are seeking a proactive and detail-oriented Administrative Assistant to support our immigration law department. This role is ideal for someone who thrives in a fast-paced, client-focused environment and takes initiative in managing both client communication and internal processes.

KNOWLEDGE AND SKILLS REQUIREMENTS:

• 1–2 years of administrative experience in a law firm setting
• Relevant post-secondary education is an asset
• Excellent written and verbal communication skills
• Strong organizational and time management skills, with the ability to manage competing priorities
• Exceptional attention to detail and ability to consistently follow internal processes
• Proficiency with Microsoft Office (Outlook, Word, Excel), Adobe, and cloud-based file systems
• Experience using IRCC portals and CosmoLex is an asset
• Ability to take initiative and follow up with clients and team members independently
• Professional, client-focused, and reliable
  Job Type: Full-time, Permanent
  Caron & Partners LLP is an inclusive employer committed to providing a diverse workforce. We provide equal career opportunities to all qualified candidates. We are committed to creating a respectful and inclusive work environment that allows our employees to reach their full potential.
  We want to thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted.
  Job Types: Full-time, Permanent

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site gym
• Paid time off
• RRSP match
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Experience:

• Office (law firm): 1 year (required)

Location:

• Calgary, AB (required)

Work Location: In perso

• Respond to inquiries from prospective clients (by phone and email)
• Schedule consultation appointments, collect consultation fees, and invoicing
• Open new client files, conduct conflict checks, prepare and send retainer agreements, collect retainer deposits, and follow up with clients as needed
• Diarizing important deadlines / limitation periods
• Collecting & organizing client documents in support of applications
• Meticulous electronic file-keeping and document management
• Navigating IRCC portals to check file status, downloading correspondence (and saving to electronic file), and uploading documents for application submission or updates
• Monthly billing and submitting invoices to clients for payment
• Contact clients regarding overdue accounts and follow up on unpaid invoices
• Close files in accordance with established procedures
• Communicate promptly and effectively with lawyers, colleagues, and clients
• May assist with basic application preparation tasks, as needed
• Other administrative tasks, as assigned, to support the immigration practice group