Summer Admin Student

4 weeks ago

Ottawa, Canada fasken Full time

Reporting to the Director, Administrative Services, the Summer Administration Student will provide support to the Administrative Services Team from May to August 2024.

Hours of work are from 9:00 am to 5:00 pm. Occasional pre-authorized overtime may be required to meet Firm needs. This role requires being in the office five (5) days per week.

At Fasken, success means:

Having a strong client service approach – you’re ready, willing, and able to put our clients first and exceed their expectations Caring about one another – you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community Working collaboratively – you’re a self starter who values working in a collaborative team based environment Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties Approaching your work with agility and the willingness to learn and utilise new technology Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues Treating sensitive and confidential matters with discretion and diplomacy at all times

Primary Responsibilities:

Assist with calendar management, including scheduling meetings and organizing meeting logistics for conference calls and video conferences. Assist with boardroom set up/clean up and maintenance for meetings: coordinating catering, moving tables, lifting and stacking chairs. Work closely with the Director to keep the office supply and document center area tidy and stocked. Responsible for the delivery and pick up of records file boxes and other deliveries to and from internal clients. Keep printer stations stocked and tidy with paper and stationary. General small office repair and maintenance and provide timely assistance when firm members have premises-related concerns. Conduct periodic inspections of the premises to ensure all is in good condition. Coordinate office moves and assign pass cards. Reply to general inquiries as received (via email, phone, or in person) with accurate information or re-route inquiries to correct department staff. Act as the point of contact with building contracted services to resolve issues and follow-up as required to ensure problems are corrected. Assists with special projects as assigned by the Director. Perform related administrative, clerical and other duties as assigned. Act as support for Reception and provide Audio Visual back up coverage.

Required Knowledge and Experience

Must be a student currently enrolled in a four year university or college program Strong bilingual communication skills both orally and in writing (English and French) preferred. General knowledge of office administration procedures and practices. High level of professionalism and desire to offer high quality customer service and a results-oriented approach. Must be a self-starter with the ability to work in a collaborative team based environment. Excellent organizational skills, ability to manage priorities and work extended hours if the need arises. Autonomous, positive attitude, and spirit of collaboration. Must be able to lift 30 pounds.

Diversity and Inclusion

At Fasken we are committed to creating a diverse, equitable and inclusive Firm. Our commitment includes ensuring equitable access to employment and equitable opportunities to advance and succeed at the Firm.

Accessibility and Accommodation

We always strive to provide an accessible candidate experience. Reasonable accommodations are available on request for eligible candidates.

Background and Reference Checks

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

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