Human Resources Assistant

Our client is a well-known and respected Calgary law firm is seeking a Human Resources Assistant to support its dynamic HR team. This role is ideal for someone who thrives in a collaborative environment and takes pride in detailed, administrative work. The Human Resources Assistant will be responsible for maintaining accurate employee records, managing confidential data, and providing essential support to the HR department. Additionally, this position serves as the executive assistant to the Co-COOs, helping to ensure the smooth operation of day-to-day activities. Reporting to the Human Resources Manager, the successful candidate will demonstrate strong organizational skills, discretion, and a commitment to excellence in a professional legal setting.

Duties and Responsibilities:

– Maintains out-of-office schedule and completes daily staffing;

– Carries out employee attendance management – inputting and tracking all paid time off balances and records, and working with staff if discrepancies occur;

– Acts as Subject Matter Expert for HRIS (currently Dayforce) in regard to time and attendance, onboarding, and recruitment modules;

– Meticulously maintains and organizes employee electronic files, including scanning and filing of hard copy documents

– Provides administrative support to the Human Resources Department and Co-Chief Operating Officers, taking initiative where there are opportunities to add value. This includes but is not limited to:

• Drafting or updating general forms, letters, reports, and memos;
• Proofreading, formatting documents, and performing data entry;
• Pulling reports, gathering data, conducting research, and preparing spreadsheets;
• Completing administrative tasks for the recruitment, onboarding, internal changes, and offboarding processes;
• Meticulous full-cycle maintenance of electronic files including employee files, HR Manual, and other records in DMS;
• Accounting support, including expense reporting and invoice payments;
• Boardroom bookings, setup/cleanup, taking minutes, and other meeting, lunch and learn, and event support tasks;

– Carries out full cycle administration of perquisites, events, announcements, and gifting programs that acknowledge, engage, and celebrate BD&P support staff, including but not limited to:

• Birthdays, anniversaries, condolences, and births;
• Incentive awards and recognition programs;
• Planning and administering all parts of the firm’s fulsome staff milestone anniversary program;
• Hockey tickets, draws, and other perquisites; and
• Lunch and learns, training, volunteering events, and related programming;

– Supports HR team members with other programming, including but not limited to benefits, practicums, events, etc.;

– Ensures content and documents for the HR section of the Portal are continuously up to date and accurate;

– Locates filed materials and details upon request, ensuring that materials are given only to authorized parties;

– Involvement in broader firm initiatives and committees, including sitting on and/or acting as secretary or chair for various committees as required;

– Addresses general HR questions or refer questions to appropriate person;

– Assists with project management of firm system rollouts; and

– Other duties as required.

Education & Qualifications:

• Post secondary education in Human Resources or similar preferred;
• Experience in an administrative role preferred;
• Experience in Legal or another Professional Services industry preferred; and
• Keen administrative skills, with experience working with a document management system and Microsoft Office Suite preferred.

Required Skills & Personality Traits for Success:

• Exceptional attention to detail and accuracy: Work product is consistently thorough and free of mistakes.
• Organization: Creates and consistently applies structured approaches to plan ahead, organize, prioritize, and meet deadlines. Able to systematically arrange tasks, resources, and information to maximize efficiency and productivity.
• Confidentiality & Discretion: Always handles sensitive information with the utmost discretion and integrity, sharing only with authorized individuals. Understands that adherence to this principle is integral to trust and compliance.
• Teamwork: Demonstrates solidarity and commitment to the team’s goals and processes; organizes and conducts work by prioritizing the goals, needs and abilities of the group as a whole.
• Initiative: Thinks proactively, acts constructively, and identifies and acts upon opportunities without prompting. Goes beyond the scope of standard expectations, demonstrating resourcefulness and problem solving to drive improvements.
• Communicates Effectively: Exceptional written and oral communication skills; able to adjust communication style to work effectively with a variety of audiences.

If this opportunity sounds like a great fit for you, we’d love to hear from you! Please send your resume, in confidence, to shona@urbanlegal.ca. We understand the importance of privacy and guarantee discretion and confidentiality throughout the hiring process. While we appreciate every application, we’ll be in touch with those selected for an interview.