About the Firm

Goodfellow & Schuettlaw is a growing Alberta law firm serving clients from offices in Calgary and Edmonton. We are practical, collaborative, and committed to excellent legal service. Our team values accountability, sound judgment, clear communication, and continuous improvement. We are seeking an experienced business leader who can strengthen the systems, people, and operational disciplines that allow our lawyers and legal professionals to do their best work.

The Opportunity

Reporting to the Chief Executive Officer, the Administrative Operations Manager/Chief Operations Officer is the senior non-legal executive responsible for the business and administrative operations of the firm. This hands-on leadership role translates firm strategy into practical plans, clear accountabilities and reliable day-to-day execution across people, finance, technology, facilities, risk, administration, and legal support services. The successful candidate will work closely with the CEO, firm leadership, lawyers, paralegals, legal assistants and external partners to improve service delivery, support sustainable growth, and maintain a positive, high-performing workplace.

Key Responsibilities

· Strategic and executive support: Partner with the CEO and leadership team to establish priorities, implement business plans, prepare management reporting and advance firm-wide initiatives.

· Operational leadership: Oversee daily operations across the Calgary and Edmonton offices, identify bottlenecks and implement scalable, documented processes with clear ownership and service standards.

· People and culture: Lead workforce planning, recruitment, performance management, employee relations, compensation administration, professional development, succession planning and offboarding for business services and legal support teams. Own and coordinate the complete onboarding experience for every new employee, from acceptance through their initial integration into the firm. Develop the onboarding plan and schedule; coordinate with leadership, lawyers, supervisors, in-house IT, external IT and administrative teams; arrange system access, equipment, workspace, documentation, orientation, training and introductions; communicate responsibilities and timelines; and follow up regularly to confirm each employee has the information, tools, support and role clarity needed to succeed.

· Team leadership: Coach and hold accountable legal assistants, paralegals, administrative personnel and other direct reports; allocate resources and coordinate vacation, absence and reception coverage.

· Financial management: Working with the CFO and CEO, support budgeting, forecasting, billing and collections oversight, compensation analysis, vendor spend, insurance renewals and regular financial and operational reporting.

· Legal operations and workflow: Improve matter intake, file management, lawyer review, task tracking, reporting and administrative workflows to promote timely, consistent client service.

· Technology and information management: Work closely with the firm’s in-house IT resource and external IT service provider to oversee reliable day-to-day technology operations and the effective use of LEAP and Microsoft 365, including Outlook, Teams and SharePoint. Coordinate help-desk support,



onboarding and offboarding access, equipment deployment, system changes, vendor projects, cybersecurity readiness, data governance, business continuity, user training and the timely resolution and escalation of technology issues across both offices.

· Risk, compliance and business continuity: Maintain policies, records, workplace safety practices, emergency response plans, insurance applications, privacy and security controls, and other operational compliance requirements.

· Facilities, leases and vendors: Manage office premises, equipment, supplies, parking, security, maintenance, telecommunications and external service providers across both locations. Lead the operational and administrative aspects of office expansions, relocations and renovations, including site planning, lease review and renewal coordination, landlord and contractor liaison, budgeting, move logistics and implementation. Administer office and equipment lease arrangements, including printers, copiers and telecommunications equipment; monitor renewal and termination dates, evaluate vendor proposals and service levels, negotiate or coordinate commercial terms with leadership and professional advisors, and maintain complete contract and asset records.

· Marketing, sponsorships and events: Coordinate the administrative side of the firm’s marketing and community presence, including maintaining the marketing calendar, organizing sponsorship commitments and related deliverables, tracking deadlines and budgets, arranging event registrations, guest lists, tickets, promotional materials and logistics, communicating opportunities internally, coordinating lawyer and staff participation, and following up to ensure appropriate firm attendance and representation at sponsored, client, industry and community events.

· Growth and special projects: Lead office expansion, process improvement, business development support, marketing, internal communications, team events and other cross-functional projects from planning through implementation.

What Success Looks Like

· Leadership has timely, accurate information and confidence that agreed priorities are being executed.

· Employees understand their responsibilities, receive consistent support and are held accountable fairly.

· Operational procedures are documented, followed and improved as the firm grows.

· Technology, staffing and resources are aligned with business needs and used effectively.

· Risks, deadlines and service issues are identified early, escalated appropriately and resolved promptly.

Qualifications and Experience

· Five or more years of progressively responsible operations, HR, administration or professional-services management experience, including experience leading teams.

· Experience in a regulated professional-services environment is strongly preferred.

· Post-secondary education in business administration, operations, human resources,



finance or a related field or requisite experience; an MBA, CPHR designation or equivalent advanced credential is an asset.

· Demonstrated experience with reporting, policy development, budgeting, employee relations, recruitment, project management and organizational change.

· Solid proficiency with Microsoft 365 and advanced Excel skills; experience with LEAP or another legal practice-management system is a significant asset.

· Working knowledge of Alberta employment standards, occupational health and safety, privacy, records management and sound HR practices is an asset,

· Proven ability to handle sensitive personnel, financial and business information with discretion.

· High emotional intelligence and interpersonal adaptability, with the ability to build effective working relationships across a wide range of personalities and communication styles, lead by example, maintain appropriate professional boundaries, and remain calm, empathetic and solutions-focused while supporting others through conflict, stress or emotionally demanding situations.

· Exceptional written and verbal communication, judgment, organization, and follow-through.

Leadership Profile

· A practical, hands-on leader who is equally comfortable setting direction and working through operational details.

· A calm and credible decision-maker who communicates directly, respectfully and with empathy.

· A systems thinker who creates structure, visibility, and accountability without unnecessary bureaucracy.

· A proactive problem-solver who anticipates needs, exercises sound judgment, and knows when to escalate.

· A collaborative business partner who can challenge constructively, build trust, and lead change across different roles and personalities.

· A highly organized professional who manages competing priorities and brings projects to completion.

Reporting Structure and Work Requirements

· Reports to: Chief Executive Officer

· Direct reports: Business services and legal support personnel, as assigned

· Location: Primarily based in Calgary, with responsibility for both Calgary and Edmonton operations and periodic travel between offices

· Schedule: Full-time, Monday to Friday, with flexibility required for urgent operational matters

· Work arrangement: In person

Why Join Goodfellow & Schuettlaw

Goodfellow & Schuettlaw is a people-focused firm where collaboration, respect, and genuine working relationships matter. You will join an engaged team that supports one another, values open communication, and appreciates leaders who are approachable, dependable, and willing to work alongside others. This role offers the opportunity to have a visible and lasting impact on the employee experience, strengthen a positive and accountable workplace culture, and help our people and the firm succeed as we continue to grow.

We offer paid time off, health and dental benefits, a wellness spending account, and a work environment where initiative, practical solutions and meaningful contributions are recognized.

Pay: $90,000.00-$140,000.00 per year

Benefits

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program

Work Location: In person

📌 Chief Operations Officer (Calgary)
🏢 Goodfellow & Schuettlaw
📍 Calgary