ABOUT GOWLING WLG
At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.
We’re intentional about building a workplace that’s both high-performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values: Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths.
Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG.
PROFILE
The Project Assistant / Records Management Clerk plays a key role in supporting firm-wide records management initiatives while also providing essential support across Facilities and Audio Visual (AV) operations. The role is primarily focused on records management activities, with additional responsibilities supporting conference room and boardroom technology, facilities coordination, and special projects.
This position requires a highly organized, technically savvy, and service-oriented individual who is comfortable working in a fast-paced, office-based environment and who can effectively balance multiple functional responsibilities.
RESPONSIBILITIES
Records Management & Imaging Operations (60%)
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Prepare, scan, and index physical documents into the firm’s records management system in accordance with established protocols
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Perform detailed quality control checks to ensure accuracy, completeness, and legibility of all scanned documents
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Organize, classify, and maintain both physical and electronic records in compliance with firm policies
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Manage secure destruction of records, including shredding, in accordance with established retention schedules
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Retrieve, track, and file records (physical and digital) as requested by legal and administrative teams
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Maintain and update records databases with a high degree of accuracy
Quality Control & Process Improvement
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Serve as a primary quality control resource within the scanning and imaging workflow
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Identify errors, inconsistencies, or process gaps and recommend improvements
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Support the maintenance of a high-efficiency, high-accuracy scanning and QC workflow
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Assist with documenting and updating standard operating procedures and best practices
Audio Visual (AV) Support – Conference Area & Boardrooms (25%)
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Provide hands-on AV support for meetings, presentations, and events in conference rooms and boardrooms
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Set up, test, troubleshoot, and maintain AV equipment to ensure meetings run smoothly
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Demonstrate strong working knowledge of ClickShare, Microsoft Teams, and Zoom, including hybrid meeting setup and support
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Act as a first point of contact for AV-related issues, providing timely troubleshooting and problem resolution
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Support users with basic technical guidance and ensure a positive meeting experience
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Monitor AV equipment functionality and report issues or needed repairs
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Be technically savvy, proactive, and solutions-focused when diagnosing and resolving AV challenges
Facilities Support (10%)
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Provide backup support to Facilities, including meeting room setups, furniture adjustments, and coordination requests
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Assist with day-to-day office operations and respond to internal service requests as required
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Support the overall functionality and readiness of office spaces
Special Projects (5%)
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Assist the Records Management Manager and Office Services team with special projects, including large-scale scanning or office initiatives
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Track project progress, timelines, and assigned tasks to support timely completion
Supervisory Backup & Team Support
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Act as the secondary resource to the Records Management Supervisor
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Provide coverage during absences, including workflow coordination and task prioritization
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Support team productivity and continuity of operations as required
Compliance & Confidentiality
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Ensure all records management and AV support activities comply with firm policies, legal requirements, and privacy standards
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Handle sensitive and confidential information with the highest level of discretion and professionalism
QUALIFICATIONS
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High school diploma required
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Post-secondary education in records management, office administration, or a related field is an asset
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2–3 years of experience in records management, document imaging, office services, or AV support preferred
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Experience providing technical or AV troubleshooting support is a strong asset
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Strong attention to detail with a focus on accuracy and quality control
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Technically savvy with the ability to learn and support office technology quickly
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Proficiency with scanning equipment, document management systems, and AV tools
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Strong problem-solving skills and a proactive, service-oriented mindset
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Excellent organizational and time management skills
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Effective communication and interpersonal skills
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Ability to work independently and collaboratively in a team environment
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Comfortable handling confidential and sensitive materials
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Physical ability to lift and move boxes (up to 50 lbs.)
BENEFITS/PERKS
Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well-being go hand-in-hand. We support your career and life with:
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100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
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Benefits coverage for Firm members and their dependents from day one!
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15+ vacation days and hybrid work flexibility
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Parental leave top-up for 26 weeks (after 12 months of full-time employment)
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Group Retirement Savings Plan with employer matching
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Financial protection through short & long-term disability, life, accident & critical illness insurance
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Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
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Recognition awards, appreciation events, and a supportive, collaborative work culture
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Perks and preferred pricing programs, referral bonuses and more
The starting range for this role is $42,000 - $48,000. Starting salary will be determined based on an applicant’s individual skills, competencies and unique qualifications. Gowling WLG employees have the potential to exceed this range based on tenure and performance.
This position is currently vacant and is open to both internal and external candidates. Gowling WLG is recruiting for this role to support ongoing firm needs and team operations.
This employer may use tools within our applicant tracking system that include artificial intelligence–supported features, such as automated candidate matching. These tools do not make hiring decisions; all screening, assessments, and selections are reviewed and completed by human recruiters and hiring managers.
Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.
