Office Administrator

DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific, positioning us to help companies with their legal needs around the world. Our mission is to be the leading global business law firm. DLA Piper (Canada) LLP is one of Canada’s leading law firms with a team of innovative, proactive and dedicated lawyers, administrative and support staff who serve our clients in Canada and around the world. We have been rated one of Canada’s Top Employers for Young People since 2022.

If you are talented in providing unprecedented service, are enthusiastic and a team player, we are looking for you. We are currently looking for an Office Administrator to join our Edmonton office and ‎invite you to ‎review the job description. The Office Administrator is responsible for the general ‎management of the ‎Edmonton office with specific focus on Human Resources, Premises/Office Services functions and ‎‎Administration. A key objective of this senior management position is to ensure an efficiently functioning ‎and client-service ‎focused office, working effectively with our national teams to leverage national and ‎global resources, programs and best practices to that end.

This important office leadership role oversees all Edmonton-based Office Services staff, Legal ‎Administrative Assistants, and Paralegals. The role is also responsible for overseeing Human Resources ‎functions for all other Edmonton-based employees. This position reports to the COO and the Edmonton Office ‎Managing ‎Partner.‎

Duties & Responsibilities

Human Resources: Responsible for the overall Human Resources function in the Edmonton office with a focus on creating a positive workplace experience and maintaining a culture of excellence. Responsible for employee relations, performance management, recruitment and efficient utilization of ‎support staff. Supports the onboarding and development of professional-level staff.

All Personnel

• Oversees the on-boarding of all hires to the Edmonton office, coordinating the details and requirements of all administrative ‎departments in order to create an exceptional first impression of our workplace;
• Works with other HR team members to administer and support personnel changes (e.g. new hires, salary changes, leaves, terminations) per firm processes and procedures; and
• Leads office engagement events and initiatives (e.g. holiday party), including overseeing office implementation of national engagement initiatives.

Support Staff Functions

• Manages recruitment process for all Edmonton support staff hires, including developing business cases to support hiring needs;
• ‎Works with lawyers and staff to find teaming solutions and to ensure optimal ratios of staff to lawyers;
• Provides support and guidance to staff/lawyer teams and staff/administrative management teams with ‎respect to performance management as necessary;
• Provides compensation recommendations for all direct reports;
• Conducts probationary, annual performance and salary reviews;
• Supports a culture of growth, including through developing an understanding of staff goals and firm needs with respect to ongoing learning and development, providing coaching and ‎counselling with respect to job opportunities at the firm, making recommendations for training and ‎approving appropriate courses;
• Manages progressive discipline to address performance management issues;
• Ensures appropriate employee communication channels are maintained;
• Schedules and tracks attendance for support staff, including coordinating arrangements for coverage; and
• Maintains employee files.

Legal Professional Functions

• Works in coordination with the Director of Lawyer & Student Development and team to support articling student and lawyer talent management in Edmonton; and
• Assists with the departure of lawyers ensuring that all departing lawyer protocols are completed.

Premises, Office Services and Administration: Responsible for premises-related matters including the first class presentation of the Edmonton office, ‎office security, maintenance and upkeep of equipment and premises, office supplies, ‎and management of the Office Services team.

• Manages Office Services staff and implements processes to ensure efficiency in operations for ‎ reception, client center (catering), copy center, central filing and outside storage, mailing ‎system, courier services and office supplies;
• Works with the building landlord on any non-lease related issues that arise ‎(e.g. coordinating parking programs); and
• Ensures that the joint Health & Safety Committee is operating effectively, complying with legislation and overseeing that any related roles and responsibilities are filled (e.g. fire wardens, first aid attendants).

Other Duties:‎

• Supports the preparation of Edmonton office regional Human Resources and Administration budgets;
• Contributes to national programs and initiatives related to areas of responsibility;
• Builds successful relationships internally with lawyers and staff;
• Maintains an active network within the Edmonton business and legal community to stay up to date with developments and best practices in the legal industry and business community generally; and
• Other duties, as may be required.

Knowledge, Qualities & Experience Required

• Minimum of 10 years’ experience in a management position, ‎including at least some experience in Human Resources, ideally in a law firm or professional ‎‎services firm‎;
• Bachelor’s degree in Business Administration, Commerce, Human Resources or similar through an ‎‎accredited technical college or university, or equivalent combination of education and experience‎;
• Advanced Microsoft Office skills and the ability to learn and effectively utilize other business ‎software applications;
• Dedicated to providing quality service to clients and consistently meeting expectations by providing ‎service ‎beyond expectation;
• Excellent written and verbal communication and interpersonal skills, with the ability to listen ‎effectively, ‎respond appropriately, and maintain a mutual comfort level while relating to a diverse ‎group of ‎individuals;
• Strong ability to manage multiple internal clients and remain productive within a time-sensitive and ‎fast paced environment;
• Ability to multitask, establish priorities, work independently, and proceed with objectives under ‎minimal ‎supervision in a fast paced environment, including managing through change and ‎uncertainty;
• Excellent organizational and time management abilities;
• Strong attention to detail;
• Demonstrated ability to lead projects and change initiatives effectively;
• Commitment to continuous improvement;
• Demonstrated experience in handling confidential and sensitive information with integrity and ‎discretion;
• Proven problem-solving skills with the ability to visualize and deliver creative solutions;
• Polished professional presence;
• Ability to manage and lead while also working effectively and collaboratively with national colleagues ‎and more senior firm management;
• Strong overall judgment and professional maturity; and
• Ability to attend our offices in downtown Edmonton on a daily basis, and flexibility to work beyond regular business hours as business needs may require from time to time.

What We Offer‎

• Comprehensive health benefits starting on your first day, including extended health and dental coverage, life ‎insurance, accidental death and dismemberment (AD&D), and emergency out-of-country travel insurance – with 100% of the premiums paid by the firm;
• Disability Coverage including both short and long-term disability benefits;
• Retirement savings benefits including a support staff pension plan (firm contributes to the ‎plan ‎and matches ‎staff contributions to a maximum percentage of salary), and a Group ‎RRSP where ‎ contributions can be deducted directly from pay;
• Time off including competitive vacation time offering based on tenure with the firm, paid sick time and ‎acknowledgment of all ‎statutory and some non-statutory holidays;
• Wellness benefits including an Employee and Family Assistance Plan and an annual fitness/wellness subsidy;
• Professional Development including support for ongoing continued learning opportunities; and
• Collaborative Team environment with staff and firm-wide events and celebrations throughout the year.

We thank all candidates for their interest, however, only short-listed candidates will be contacted.

DLA Piper Canada encourages all Applicants with disabilities to contact DLA Piper Canada if they require accommodation during the recruitment process. DLA Piper Canada will consult with the Applicant and provide, or arrange for the provision of, suitable accommodation in a manner that considers the Applicant’s accessibility needs due to disability.