Program Administrator, Policy (contract until May 2028, Hybrid, Toronto)

Law Society of Ontario; Toronto; Hybrid; CAD 60,000 - 75,000; Full time

Job summary

The Law Society of Ontario is seeking an Administrative Coordinator to provide confidential administrative and program coordination support to the Access to Innovation Program (A2I), the Director, Policy, and the Policy department. The role manages calendars, meetings, events, correspondence, and records, and helps ensure timely, accurate delivery of program activities.

Responsibilities include coordinating intake materials, drafting routine responses, liaising with stakeholders, and supporting

Qualifications

• Two-year college diploma or equivalent in administration, office management, program support, or related discipline.
• Minimum of three years related experience providing administrative, office administration, program administration, or project coordination support in confidential/legal environments.
• Proficiency with Microsoft Office Suite / 365, calendaring, email, spreadsheets, databases, document formatting, records management, and web or content management tools.

Responsibilities

• Provide confidential administrative support to A2I and the Policy department, including calendar management and document preparation.
• Screen, respond to inquiries, draft responses, and escalate sensitive issues as needed.
• Coordinate meetings, committees, and stakeholder logistics, including agendas and materials.
• Process invoices, expense reports, purchase orders, and budget-related tasks; support procurement and payments.

Skills

MS Office 365

Calendar management

Email management

Records management

Document formatting

Project coordination

Communication

Time management

Stakeholder liaison

Event coordination

Education

Two-year college diploma

Equivalent education/experience

Tools

Board portal

Content management tools

Mass email tools

Spreadsheet/databases

Job description

Please note that this job description is under review.

Job Summary:

Provides confidential administrative, and program coordination support to the Law Society's Access to Innovation Program (“A2I”), the Director, Policy, and the Policy department. The role coordinates calendars, meetings, events, correspondence, stakeholder communications, committee and program activities, documents, records, financial processes, and project follow-up; serves as a key administrative point of contact; and helps ensure that departmental and program work is organized, responsive, accurate, and delivered on time.

Qualifications:

• Completion of a two-year college diploma or equivalent education and experience in administration, office management, program support, or a related discipline.
• A minimum of three years related experience providing administrative, office administration, program administration, or project coordination support, preferably in a confidential legal, regulatory, policy, or professional environment.
• Proficiency with Microsoft Office Suite / 365, calendaring systems, email, spreadsheets, databases, document formatting, records management, and web or content management tools.
• Experience with project management, event management, mass email, or board portal software is an asset.
• Strong organizational, prioritization, time management, communication, customer service, interpersonal, problem-solving, proofreading, and attention-to-detail skills.
• Knowledge of Law Society policies, governance processes, committee support, AODA-compliant document practices, and regulatory or legal environments is an asset; ability to communicate in both official languages is an asset.

Key Accountabilities:

1. Departmental and Program Support

• Provides confidentialadministrative support to the Access to Innovation Program, the Director, Policy, and the Policy department, including calendar management, meeting coordination, travel arrangements, document preparation, safeguarding records, and follow-up tracking.
• Screens, prioritizes, and responds to incoming correspondence, telephone calls, shared inbox messages, and requests for information; prepares draft responses or responds directly on routine matters and escalates sensitive or complex issues as appropriate.
• Acts as a key administrative information resource and point of contact, providing professional, clear, timely, and accurate information to staff, benchers, A2I applicants and participants, A2I Advisory Council members, consultants, vendors, and other internal and external stakeholders.
• Coordinates departmental administrative workflows, holiday schedules, office processes, document repositories, and related systems to support efficient service delivery, knowledge sharing, and continuity.

2. Meetings, Committees and Stakeholder Coordination

• Coordinates committee, task force, working group, bencher, Convocation, briefing, program, and stakeholder meeting logistics, including scheduling, agendas, materials, board portal postings, meeting packages, attendance records, catering, facilities, and related arrangements.
• Coordinates A2I program activities, events, website updates, media requests, stakeholder communications, and participant launch activities in collaboration with Policy, Access to Innovation, Communications, Events, Facilities, and other teams.
• Supports A2I application and participant administration by coordinating intake and review materials, consolidating comments, preparing routine correspondence and certificates, and supporting compliance with program conditions and reporting requirements.
• Liaises with internal departments and external contacts on behalf of senior leadership and program staff to clarify requirements, answer inquiries, coordinate activities, process requests, and resolve administrative issues.

3. Documents, Information and Reporting

• Drafts, proofreads, edits, formats, and distributes correspondence, reports, memoranda, presentations, emails, agendas, minutes, and other departmental and A2I program materials as directed.
• Maintains accurate and confidential records, spreadsheets, databases, filing systems, information resources, and tracking tools for departmental, committee, project, and A2I applicant and participant work.
• Coordinates data collection and reporting among A2I participants, program staff, analysts, and other contributors, and helps ensure that information is complete, accurate, appropriately protected, and available when required.

4. Financial, Project and Operational Coordination

• Processes invoices, expense reports, purchase orders, cheque requisitions, catering requests, contract documents, renewals, extensions, and related financial materials; liaises with Finance, vendors, consultants, and internal stakeholders to support timely payment and budget monitoring.
• Assists in preparing and monitoring departmental and program budgets, preparing expenditure summaries, identifying variances, and requesting corrective action where required.
• Coordinates the human, technology, facility, supply, catering, equipment, and other resources needed to deliver meetings, events, consultations, program activities, and special projects.
• Supports projects and initiatives of varying complexity by organizing tasks, maintaining timelines, tracking deliverables and follow-up items, and helping ensure that work is completed accurately and on time.
• Proactively identifies and recommends practical improvements, innovations, and changes to administrative practices and procedures; independently completes assigned tasks and uses sound judgment, ingenuity, and creativity to resolve issues.
• Works collaboratively across Policy, Access to Innovation, IT, Finance, Communications, the Office of the CEO, Facilities, Events, and other areas to support effective service delivery, continuous improvement, and a positive team environment.

Working Conditions / Travel:

• Works at a computer desk in a hybrid arrangement at the office and at home. A minimum of three days of in-office presence per week is required.
• Occasional overtime or weekend work.
• No travel requirements