Job Description

We are currently seeking a Professional Services Program Coordinator to join the Stikeman Elliott Team in Calgary! This full-time permanent role is responsible for a variety of project management functions and department support, reporting directly to the Director, Professional Resources.

Our ideal candidate has 3+ years of legal assistant experience in human resources or professional resources administration, exercises sound judgment in a variety of situations, and has the ability to balance multiple priorities. They will be involved in and support the following functions from a project management and administrative standpoint: recruitment, performance management, onboarding and orientation, day-to-day Student program management, Diversity, Equity and Inclusion, Committee Support. If you\'re a detailed and organized self-starter who thrives in a fast-paced environment, we want to hear from you!

For the 14th consecutive year, Stikeman Elliott LLP has been named Best Employers in Canada. Being awarded this recognition is a testament to the exceptional workplace that our hardworking and dedicated people have created. We want you to join the team!

Principle Duties & Responsibilities:
Recruitment:
Assisting in coordinating the recruitment process for Summer Law Students and Articling Students including organizing logistics for career fairs, planning recruitment events and coordinating the application, review and interview processes.
Monitoring and processing Articling and Summer Student applications for pre-screening including input of data into the Recruiting Database (ViRecruit/ShareFile).
Preparing all correspondence sent to students (response e-mail(s), rejection e-mail(s), confirming interviews, preparation of offer letters).
Arranging interviews with Articling and Summer Students (including distribution of applications to the interviewers, lunch reservations, etc).
Coordinating with the Universities across Canada for Career Fairs, Summer Student Interviews, Job Postings, etc. and organizing the Student Recruitment team with respect to the dates of the career fairs and travel arrangements.
Arranging for the Recruiting Booth and recruiting materials to be shipped to the various universities in conjunction with the Career Fairs.

Sponsorships:
Monitoring sponsorship and advertising requests from the various law schools.

Performance Management:
Assisting in coordinating the performance review processes for Associates, Articling Students and Summer Law Students including collecting and reviewing feedback and assisting with drafting review messages.
Coordinating the Associate/Student review process at mid-year and year-end review times and scheduling of associate review meetings.
Preparing draft compensation memos for all associates and mentor instruction memos for all mentors.
Preparing drafts of work allocation charts for all associates and partners.

Onboarding and Offboarding:
Coordinating administrative matters for all arriving and departing students and associates, including system onboarding and departure logistics, creating and maintaining personnel file; planning orientation schedules and preparing orientation materials; coordinating with the Director, Professional Resources to on-board students and associates.
Organizing and coordinating all training activities for students and lateral associates.

Day-to-Day Student Program Management:
Assisting with assigning mentors, tracking vacation requests, managing reporting such as billable and non-billable hours, organizing engagement and social events, analyzing financial reporting, reviewing budget and reconciles expenses.
Assisting as necessary with inter-office transfers and secondments of students and associates.
Providing support to the Director, Professional Resources with mentor programs, Associate personal development plans, CLE programs/webinars, quarterly reports, committee reports, etc.

Liaison for Law Society of Alberta (LSA):
Coordinating filing of all paperwork and documentation for Articling Student process. Acting as principal contact for the firm to the Law Society of Alberta with respect to Summer and Articling Students, and monitoring and responding to changes in the licensing requirements for students being called to the Bar.
Coordinating payments and documents for the annual membership and professional liability insurance fees to the Law Society, and the Canadian and Calgary Bar Association Fees.
Notifying and coordinating the paperwork with the Law Society, Calgary Bar Association and Canadian Bar Association of new arrivals and departures/retirements.

Engagement:
Planning of all events and retreats for students, associates, and partners with generally minimal guidance or assistance (i.e. Bar calls, Bar call receptions, farewell functions for departing lawyers, CLE luncheons, annual lawyers\xe2\x80\x99 retreat, holiday functions).

Committee Support:
Tracking DEI and Wellness initiatives and assists with DEI Committee and Wellness Committee work.
Preparing meeting materials for committee members such as reports, presentations, and agendas and attending meetings to take minutes as needed.

General Administrative Tasks:
Booking meetings, managing Director\xe2\x80\x99s calendar, drafting email communications, filing, expense reimbursement, maintaining department intranet pages, providing administrative and project management support to firm-wide initiatives.
Other duties as assigned.

Qualifications:
Diploma or University Degree in Administration, Business, Human Resources or related field.
A minimum of three (3) years of human resources or professional resources experience.
Previous law firm experience considered a strong asset.
Strong background in project management and/or administration is considered an asset.
Proficiency in MS Office with a high level of overall technical ability.
Experience with viGlobal (viRecruit) considered an asset.
Strong interpersonal and communication skills (both written and verbal).
Works effectively, independently and contribute collaboratively with a variety of teams.
Ability to handle multiple competing and urgent deadlines and manage projects accordingly.
Ability to work independently in a fast-paced, team-oriented environment.
Professional, accountable, responsive, and proactive.

At Stikeman Elliott, diversity, equity and inclusion are integral parts of who we are. Our culture attracts talented individuals that hold unique beliefs, orientations and perspectives, but share an approach to the way we do business. Our growing global client base benefits from the broad range of legal talent at our firm, comprised of people from different backgrounds and abilities who hold varied skill sets and forms of expertise.

Stikeman Elliott is committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment process.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

Our firm has a COVID-19 Vaccination Policy which requires all firm members to be fully vaccinated with a Health Canada approved COVID-19 vaccine. You will not be asked to disclose your vaccination status during the interview process. If you are offered employment, you will find a vaccination clause in your offer of employment providing that prior to commencing any employment with the Firm, you must be fully vaccinated for COVID-19 and provide proof of a Health Canada approved COVID-19 vaccination. The Firm will make reasonable accommodation efforts if you cannot be vaccinated due to medical, religious, or other grounds to the extent protected by applicable human rights legislation.