About the Role
We are a boutique Calgary law firm focused on tax, trust, and estate planning for business owners and high‑net‑worth individuals. We are seeking a senior, highly trusted operations professional to act as the firm’s central coordinating force and the lawyer’s day‑to‑day operational counterpart.
This is an in‑office position, deeply embedded in the daily functioning of the practice and requiring close, ongoing interaction with the lawyer, clients, and professional advisors.
This role does not involve providing legal advice. However, it does include hands‑on involvement in AI‑assisted legal document preparation and review, under lawyer oversight, as part of the firm’s modern, technology‑enabled workflow.
Success in this role requires exceptional emotional intelligence, highly developed interpersonal skills, and above‑average written and verbal communication skills. It also requires comfort working with advanced technology, including artificial‑intelligence tools used to assist with file management, legal drafting, document review, and process improvement.
What Success Looks Like
If you are excellent in this role:
· Routine operational and workflow decisions are handled confidently without escalation
· Files move forward smoothly without the lawyer needing to intervene
· Clients feel informed, supported, and respected - even in complex or time‑sensitive matters
· Deadlines are anticipated and managed proactively
· Communication with clients and advisors is clear, polished, and professional
· Legal documents are prepared and reviewed efficiently using AI‑assisted tools, with appropriate judgment and quality control
· The lawyer’s time is protected for high‑value legal work, not administrative coordination and follow-up
Key Responsibilities:
· Own files administratively from opening to closing
· Act as the continuity person across multiple matters and timelines
· Ensure all required inputs, next steps, and dependencies are identified and tracked
· Maintain a clear, current understanding of file status and priorities
Workflow & Decision‑Making
· Familiarity with the Microsoft 365 suite of products
· Exercise independent judgment on prioritization and sequencing of work
· Resolve routine operational issues without escalation
· Push back constructively when something does not make sense or can be improved
· Anticipate upcoming issues before they become urgent
Client & Professional Communication
· Communicate directly with clients regarding process, timing, and next steps
· Manage expectations with professionalism, empathy, and clarity
· Coordinate with accountants and other advisors as appropriate
· Navigate conversations with discretion and emotional intelligence
· Communicate clearly and effectively in writing and in person
AI‑Assisted Legal Document Support & Technology
· Support the preparation of legal documents using AI‑assisted drafting tools, firm precedents, and structured workflows, under lawyer supervision
· Assist with AI‑supported document review, issue‑spotting, consistency checks, and formatting review (without providing legal advice)
· Apply judgment when using AI to ensure outputs are accurate, appropriate, and aligned with firm templates and standards
· Help refine and improve AI‑enabled workflows for document preparation, review, and file management over time
· Understand the limits of AI tools and escalate issues requiring legal judgment to the lawyer
Operational Oversight
· Manage reminders, deadlines, workflow, and internal coordination
· Reduce administrative friction and prevent surprises
· Uphold and reinforce the firm’s standards, culture, precedent discipline, and way of doing things
What This Role Is Not
· You will not provide legal advice
· You will not practice law or substitute your judgment for the lawyer’s
· You will not independently generate final legal documents without lawyer review
This role succeeds through judgment, emotional intelligence, communication skills, technological fluency, disciplined use of AI tools, organization, and discretion — not legal analysis or advocacy.
The Kind of Person Who Thrives Here
This role requires maturity, confidence, and exceptional people skills. We are looking for someone who is comfortable operating with trust, autonomy, and accountability in a professional in‑office environment.
Non‑negotiable qualities:
· Highly developed emotional intelligence and interpersonal skills
· Above‑average written and verbal communication skills
· Confidence interacting with senior professionals and sophisticated clients
· Absolute discretion and sound professional judgment
· Assertiveness without ego, including the ability to push back when appropriate
· Calm under pressure while managing multiple files and timelines
· Strong comfort with technology, including thoughtful, disciplined use of AI‑assisted drafting and review tools
· Loyalty to the firm’s way of working, quality standards, and precedent discipline
Background & Experience
We are open to candidates from a variety of high‑trust professional backgrounds, including:
· Operations or project coordination roles requiring discretion and judgment
· Senior executive assistant in a professional‑services environment
· Senior law‑firm assistant or law‑firm operations role
· Accounting‑firm administrator or family‑office support
Experience working with document automation, AI‑assisted drafting tools, or legal technology platforms is a strong asset.
Law‑firm experience is helpful but not required.
Years of experience matter less than judgment, maturity, communication ability, and fit.
Why This Role Is Different
This is not a junior, clerical, or purely reactive position. It is a core, in‑office, long‑term role within a growing boutique practice, with real authority, responsibility, and trust.
You will be a key participant in how the firm responsibly integrates AI into legal workflows Improving efficiency and consistency while respecting the limits of technology and the importance of professional judgment.
If you are known for reading the room, communicating clearly, anticipating problems, using modern tools intelligently, and quietly making everyone else more effective, this role will suit you well.
Who Should Not Apply
This role is not suited to candidates who are:
· Looking for a junior, clerical, or task‑based administrative position
· Uncomfortable exercising independent judgment or pushing back when something does not make sense
· Expecting detailed instructions for routine operational decisions
· Seeking a legal career path, paralegal training, or unsupervised legal drafting authority
· Uncomfortable communicating directly with sophisticated clients and senior professionals
· Preferring primarily remote or loosely structured work environments
· Accustomed to large, highly structured organizations with dedicated HR, IT, and support teams, rather than operating in a small, self‑sufficient environment where issues are addressed directly and independently
· Resistant to new technology or uncomfortable working with AI‑assisted document preparation and review tools
This role requires maturity, confidence, discretion, and a strong sense of ownership. If you prefer clearly bounded tasks, constant direction, or narrowly defined responsibilities, this position will not be a good fit.
Pay: $85,000.00-$115,000.00 per year
Benefits:
- Dental care
- Extended health care
- Vision care
Ability to commute/relocate:
- Calgary, AB T2T 4T9: reliably commute or plan to relocate before starting work (required)
Work Location: In person
