Executive Administrative Assistant - Saskatoon

Legal Aid Saskatchewan; Saskatoon; On-site; CAD 45,000 - 65,000; Full time

Job summary

A leading legal organization is seeking a full-time, permanent Executive Administrative Assistant for their Head Office in Saskatoon. The role involves providing high-level administrative support to the VP of Operations and Administration, managing schedules, coordinating meetings, and ensuring efficient communication. The successful candidate will possess strong organizational and interpersonal skills, along with relevant experience. Legal Aid Saskatchewan offers a comprehensive benefits package and values compassion and collaboration in their team.

Benefits

Extended health & dental coverage

Paid sick time

Three weeks of paid vacation

Pension match 6.35%

Relocation assistance

Qualifications

• Minimum of one year of previous related experience supporting senior management.
• Intermediate to advanced technology skills, particularly with MS Office tools.
• Demonstrated experience in coordinating meetings and transcribing minutes.

Responsibilities

• Manage the VP’s schedule, organize meetings, and brief on urgent matters.
• Handle administrative duties like correspondence review and visitor greeting.
• Provide executive support for managing complaints and appeals.

Skills

Time Management

Communication

Interpersonal Skills

Organizational Skills

Attention to Detail

Education

High school graduation

Relevant post-secondary education

Tools

Microsoft Office applications

Document management systems

Job description

We are currently seeking a full-time, permanent Executive Administrative Assistant to join our team at our Head Office in Saskatoon. Reporting to the Vice President (VP) of Operations and Administration, this role provides high-level administrative support, including confidential tasks, coordination, scheduling, and a range of executive functions that directly support the VP of Operations and Administration.

The successful candidate will deliver a wide array of executive support services and serve as a key representative of the VP, Operations and Administration and the head office - both internally within Legal Aid Saskatchewan and externally with service providers and stakeholders. This position requires a professional demeanor, strong organizational skills, and the ability to consistently maintain a high level of discretion and confidentiality.

Why work for us?

At Legal Aid Saskatchewan (LAS), we are committed to ensuring access to justice for all, and we believe in the power of advocacy to change lives. Joining our team means being part of a province-wide organization that values compassion, collaboration, courage and commitment. In addition to your competitive salary, our generous and comprehensive benefit package includes employer’s paid extended health & dental family coverage; paid sick time; three weeks of paid vacation at the start, plus 12 scheduled days (SDOs); 14 Statutory holidays; pension match 6.35%; relocation assistance if applicable and more. For more information visit: legalaid.sk.ca/about/careers/

Primary Responsibilities

• A recognized self-starter, responsible for managing the schedule for the VP, Operations and Administration, organizing and briefing the VP, Operations and Administration on urgent matters and alerting appropriate staff to issues of the day.
• Administrative duties will include reviewing and logging all incoming correspondence through Head Office and shared mailboxes (email and regular mail), greeting visitors, supporting Head Office phone as needed, responding to inquiries for information, ordering supplies as needed, assisting in the preparation of a variety of correspondence, reports and presentations, etc.
• Other duties will include electronic document management; working with other departments to support system wide communications; coordinating meetings and conference calls, developing agendas, taking minutes, attending and taking notes during management meetings as directed and following up on outstanding action items for a variety of internal and external committees, as well as making travel and accommodation arrangements.
• Coordinates organizational wide activities – including staff and contractors - may include aspects of Brydges line, record management, and complaints tracking.
• Administrative support: Provides information to callers, collects and distributes information, prepares draft letters, memos, and other documents for clients. Provides administrative support in tracking and prioritizing complaints. Provides administrative support on client appeals.
• Understands all projects and initiatives within Head Office to support the VP, Operations and Administration in oversight of organizational priorities.
• Arranges management and Legal Director Meetings, copies/scans and electronically distributes meeting materials, takes minutes and follows up on action items on behalf of VP, Operations and Administration and other Head Office staff.
• Other duties as assigned.
  
  

Core Competencies

• Achieves thoroughness and accuracy when performing tasks through concentration and attention to detail.
• Deals with constraints including deadlines or time constraints which may at times, be outside of personal control.
• Demonstrated proficiency in calendar management and dealing with conflicting meetings with excellent knowledge of office/administrative practices and procedures with progressively responsible experience in an office environment.
• Demonstrated experience in coordinating meetings and recording and transcribing minutes.
• Strong time management skills with proven experience with multitasking and providing administrative support.
• Excellent communication, interpersonal, and organizational skills.
• Flexibility to respond to changing priorities in a fast-paced environment with the ability to handle multiple and sometimes conflicting deadlines.
• Demonstrated customer service skills.
• Demonstrated judgement and initiative, and ability to manage and deal appropriately with confidential information.
  
  

Position Requirements

• High school graduation and one of relevant post-secondary education or an equivalent combination of education and experience.
• Minimum of one year of previous related experience supporting senior management.
• Intermediate to advanced technology skills, including Microsoft Office applications (SharePoint, MS Teams, Excel etc.) and document management systems to support communication and knowledge sharing.
• Strong business analysis, project coordination and data skills are an asset.
• Knowledge of LAS services and structure, as well as the Justice sector more broadly is an asset.
  
  

We thank all applicants, however only candidates to be interviewed will be contacted.

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