Executive Assistant

Fonction publique de l'Ontario; Toronto; On-site; CAD 66,000 - 85,000; Full time

Job summary

Legal Aid Ontario in Toronto is seeking an Administrative Assistant to provide confidential support to the Corporate Services Division and the Vice President & Chief Administrative Officer. You will manage calendars, coordinate meetings, prepare briefings and reports, and handle travel arrangements with discretion and professionalism.

The successful candidate demonstrates strong communication, time management, and organizational skills, and can adapt to changing priorities in a fast-paced public

Qualifications

• Proven experience in calendar management and coordinating meetings with multiple stakeholders.
• Ability to transcribe minutes and manage action items accurately.
• Strong time management, multitasking and prioritization in a team environment.
• Excellent communications and organizational skills; client/stakeholder oriented.

Responsibilities

• Manage the schedule, navigate conflicts and prepare for meetings and events for the VP&CAGO.
• Maintain workflow and action logs, track due dates and approvals.
• Follow up on action items from meetings and discussions with Managers of Business Services.
• Review and track correspondence, briefing notes, reports and presentations.
• Assist with research for business cases and document preparation.
• Coordinate meetings, calls and town halls including agendas, minutes, and room bookings.
• Process expense claims and corporate card reconciliations.
• Develop and maintain filing systems; coordinate travel and events.

Skills

Calendar management

Meeting coordination

Minutes transcription

Time management

Communication skills

Organizational skills

Customer service

Confidential information handling

MS Office

Adobe Acrobat Pro

Education

Post-secondary education in office administration

Tools

Microsoft Office

Adobe Acrobat Pro

Job description

Apply By: Tuesday, September 22, 2026 11:59 pm EDT

Not available $65,531.00 - $85,191.00 per year

Legal Aid Ontario employees are committed to making a difference in the lives of our clients.

As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It's an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law.

If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below.

Building a diverse workforce that represents the communities we serve while promoting a safe culture and work environment that dismantles systemic barriers, welcomes fresh perspectives and embraces differences as a priority is a core value at LAO.

LAO encourages applicants from equity‑seeking groups, including but not limited to individuals who are First Nations, Inuit or Métis, Black and racialized, as well as persons with disabilities, women and members of the 2SLGBTQ+ community.

We recognize the value of equity, diversity and inclusion and are committed to addressing systemic barriers, and prioritizing, attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code.

Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and consistency. Our recruitment process reflects our commitment to equity, diversity and inclusion. Accommodations are available throughout the recruitment process as well as during employment at LAO. Please direct any accommodation requests to our recruitment team.

About the job

Primary function:

This position is responsible for administrative support, confidential duties, scheduling and other functions that support the Corporate Services Division and the Vice President & Chief Administrative Officer. The successful candidate will present a professional demeanor and maintain a high degree of confidentiality at all times. Your demonstrated diplomacy in dealing with staff, stakeholders and the public, coupled with your ability to effectively manage projects and your time, will ensure your success in this role.

Home Location: Toronto Provincial Office

Secondary Location: n/a

Reports to: Manager, Business Services

What you bring to the team

Key accountabilities

• Administrative responsibilities include, but are not limited to:
• Managing the schedule, navigating conflicts and ensuring preparation for meetings and events on behalf of the Vice President and Chief Administrative Officer
• Maintain workflow and action logs, track due dates and approvals
• Working with Managers of Business Services to follow up on action items resulting from meetings and discussions
• Reviewing, logging and tracking all incoming correspondence/materials and prioritizing approvals
• Assisting with the preparation and review of correspondence, briefing notes, reports and presentations as directed
• Conducting research to support business case preparation
• Coordinating meetings, conference calls and virtual town halls including agendas, material distribution, taking minutes, moderating, arranging appropriate equipment and booking rooms when permitted
• Tracking and processing expense claims including monthly corporate card reconciliation
• Developing and maintaining electronic and paper filing systems
• Coordinating travel arrangements (when travel is permitted)
• Scheduling, planning and assisting with corporate events including training, employee engagement initiatives and planning meetings.
• Assisting on special projects and other duties as assigned.
• Corresponding regularly with the CEO's office regarding material tracking and approval.

Required skills & experience

• Demonstrated decision making skills and 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, project management and providing administrative support in a team environment
• Excellent communications, 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 sound judgement, initiative, and the ability to manage confidential information appropriately
• Intermediate to advanced level skills in Microsoft Office applications (Adobe Acrobat Pro is considered an asset)
• Knowledge of LAO services, programs and structure is an asset
• Flexibility to work before/after regular business hours, if required.

How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions. Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code‑protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us.

• diversity, equity and inclusion initiatives
• accessibility
• Anti‑Racism Policy

What we offer

What does LAO offer?

At LAO, we are committed to fostering a supportive and rewarding work environment for our employees. Our comprehensive benefits package reflects our commitment to enhance employees' professional and personal well-being, reflecting our values of equity, inclusion, diversity and belonging.

Your health and wellness

• Dental, health and life insurance
• Short-Term Disability and accidental death & dismemberment insurance
• Permanent employees are eligible for long‑term disability insurance
• An employee assistance program (EAP) that offers professional, confidential counselling services to employees and members of their immediate families. The EAP operates programs that address common life issues such as childcare, smoking, financial difficulty, and more.

Your work‑life balance

• 17 vacation days at hire,
• Sick days
• Discretionary days
• 3 paid days for religious or cultural observances
• Statutory holidays and The National Day for Truth and Reconciliation, Remembrance Day and Easter Monday

Your career

• Informal Employee Networks for staff with shared identities to connect, support each other and build professional networks
• Law Society of Ontario (LSO) accredited training to support learning and professional development for all employees
• EDIB‑focused training
• Mentorship programs, including an Indigenous‑focused mentorship program

Employees are eligible to enroll in the defined benefit Public Service Pension Plan which provides financial security during retirement.

Language requirements and assessment

Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre‑determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Information collection notice

We are collecting your personal information to assess how well you meet the qualifications for employment with the Ontario Public Service, and for related recruitment purposes. The collection of personal information is necessary to the proper administration of OPS Careers, which is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25.

Please do not include any more personal information than is needed for your application (for example, do not include your photograph or social insurance number).

If you have any questions about how your information is collected, used, shared or saved, please contact us .