Executive Assistant, Policy Equity & External Relations (Hybrid, Toronto)

Law Society of Ontario; Eastern Ontario; Hybrid; CAD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to provide vital support in a dynamic environment. This role involves managing administrative tasks, coordinating projects, and facilitating communication within the organization. The ideal candidate will have extensive experience in office administration, exceptional organizational skills, and a commitment to client service. You will play a key role in streamlining operations and supporting the Executive Director, contributing to impactful initiatives within a progressive workplace. If you thrive in a collaborative setting and are passionate about supporting governance and policy work, this opportunity is perfect for you.

Qualifications

• 5-7 years of experience in office administration or project coordination.
• Understanding of Law Society’s policies is an asset.

Responsibilities

• Provide executive administrative support to the Executive Director.
• Coordinate meetings, agendas, and resources for complex projects.

Skills

Office Administration

Project Coordination

Client Service

Problem Solving

Education

2-Year College Program

Tools

Microsoft Office Suite / 365

Adobe

CommonLook

Job description

OVERVIEW

JOB PURPOSE

The Executive Assistant undertakes a variety of special projects related to bencher and committee work. Conducts assigned tasks to support policy work. Provides executive administrative support to the Executive Director and members of the division. Streamlines and facilitates the flow of administrative services through the department under minimal or no direction.

QUALIFICATIONS

• Minimum of a 2 year college program (in a specialized / technical / trade discipline) in any discipline.
• Minimum of 5-7 years related experience providing office administration and/or project coordination, or equivalent experience.
• Understanding of Law Society’s policies and governance mandate is an asset.
• Understanding of the working of Federal or Provincial Governments would be an asset.
• Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
• Experience with document remediation (Word, Adobe, CommonLook) as an asset.

KEY ACCOUNTABILITIES

Client / Customer Service Delivery

• Liaises with internal and external contacts on behalf of the Executive Director and PEER team.
• Screens incoming correspondence, telephone calls, and prepares draft responses or responds directly in routine matters or re-directs.
• Responds to requests from benchers and other departments for information.
• Acts as an information resource for the department.
• Coordinates posting on the Board portal of monthly committee agenda and arranges committee, task force and working group meetings.
• Coordinates pre- and post-committee briefing meetings for the department and other staff.
• Coordinates current versions and internet posting of lawyer rules of conduct and paralegal rules of conduct/guidelines, including responsibility for AODA compliance of these documents.
• Coordinates human and other resources to affect the delivery of complex projects.
• Provides a variety of executive administrative support functions to the Executive Director and Strategic Policy Counsel including coordinating consultations, safeguarding records and documents, scheduling appointments, meetings, and travel arrangements for the members of the division, and coordinating related arrangements.
• Maintains attendance records for the department and coordinates holiday schedules.

Financial Responsibility

• Assists in the preparation of the annual departmental budget. Monitors budget variances and requests corrective action.
• Deals with vendors and consultants, and liaises with the Finance Division around contracts and requests for proposals.
• Prepares invoices, requisitions, and expense forms for payment.

Team Membership

• Assists division staff in the development and administration of ongoing and new initiatives.
• Works closely with catering and facility staff to ensure effective flow of services and work processes.
• Engages in problem solving where departmental staff contribute to the organization’s continuous improvement.
• Assists other staff in the Policy department to complete projects.

Special Projects and Initiatives

• Undertakes a variety of assigned projects and initiatives of varying complexity, including determining and acquiring the necessary resources to accomplish the required activities.

WORKING ARRANGEMENT

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

OUR COMMITMENT

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at [e-mail] or call 416-947-3475. We appreciate all interest and will directly contact candidates under consideration.