The Law Society of Upper Canada

Administrator, External Engagement, External Relations and Communications

CA-ON-Toronto
Job ID
2017-1463
# Positions
1
Job Type
Full Time
Years of Experience
5
Term
Permanent

OVERVIEW

JOB PURPOSE:

 

The Administrator, External Engagement is responsible for providing administration and project coordination support to the department of External Engagement to ensure successful completion of various outreach initiatives. This role supports the External Engagement team by organizing meetings and related materials, gathering information on special topics, maintaining correspondence with a wide range of stakeholders, drafting documentation and communications products, assisting with departmental planning and administering data for events, calendars and various projects. The ideal candidate is adaptable, accountable and efficient.

 

QUALIFICATIONS/EXPERIENCE REQUIRED:

 

  • A college diploma in a relevant field and/or relevant experience coordinating projects and key events.
  • Minimum of 5 years’ prior administrative and/or customer service experience, with advanced administrative knowledge and experience.
  • The role is expected to coordinate a range of projects and initiatives with a full array of stakeholders within and outside the Law Society, requiring 3 years’ experience working in a social research, policy development, public education, human / individual rights and/or advocacy environment and extensive project management experience. A key asset is experience with public engagement and awareness of the access to justice challenges, including the experiences of marginalized communities.
  • Strong organizational, time management, and project coordination skills to support the team in the planning process, including but not limited to administering project budgets, organizing and coordinating the work of project resource staff.
  • Superior written and verbal communication skills to assist the Manager in preparing materials for communication and events related initiatives.
  • Exceptional prioritization skills to provide general administrative support to the Manager and External Engagement team, including directing inquiries appropriately, administering the project tracking system, data entry, and calendar management.
  • Strong interpersonal skills, tact and diplomacy to build positive and productive relationships to both internal and external stakeholders.
  • Must be familiar with publishing protocols and proficient in the use of computer applications including MS Office (especially Word and Excel), email and calendaring systems, as well as the internet.
  • Must be able to update websites and prepare reports about website traffic.
  • Must be familiar with digital communications and social media to integrate into recommendations for project coordination and planning.

KEY ACCOUNTABILITIES

Client / Customer Service Delivery

 

  • As a member of the External Engagement team, the Administrator provides administration and project coordination support to the department.
  • Responsible for opening files, typing, drafting, proofreading, photocopying, binding documents, scanning, screening and distributing mail, revising and formatting various correspondence.
  • Scheduling appointments and meetings, ensuring room set up, required documents, and availability of attendees.
  • Coordinating travel arrangements as requested for staff
  • Administering data collection for events, calendars, stakeholders and various projects.
  • Takes minutes at meetings and assists with related follow-up activities under the direction of the Manager.
  • Supports the planning, development and implementation of projects and initiatives directed at enhancing engagement with key stakeholders.
  • Assists with building awareness of The Action Group on Access to Justice and various External Engagement initiatives.
  • Coordinates expense claims, tracks project budgets and supports coordination of contracts with vendors.
  • Works with the Manager, External Engagement in compiling information and preparing materials on special projects and initiatives to assist in planning processes.

 

Special Projects and Initiatives

 

  • Support consultation processes by collecting and distributing submissions from various stakeholders.

 

Team Membership

 

  • Actively participates with other members of the External Engagement department and more broadly with the External Relations and Communications division, contributing to various projects.
  • Works cooperatively with internal and external stakeholders to support the advancement of projects and initiatives.

 

Relationship and Alliance Building

 

  • Provides support to the The Action Group on Access to Justice (TAG) community.

COMPETENCIES

Service Orientation

 

  • The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).

 

Communication and Interpersonal Skills

 

  • The requirement to structure and deliver effective verbal and written communication with clients, staff, licensees, the public, and others in a non-threatening and constructive way.

 

Team Orientation

 

  • The requirement to share responsibility for the achievement of team goals and the associated behaviours required for individuals to contribute effectively in a team environment.

 

Continuous Improvement

 

  • The requirement to demonstrate an attitude that consistently strives to improve a standard of excellence for one’s self and for the benefit of the organization, its licensees and stakeholders.

 

Problem Solving and Judgement

 

  • The requirement to identify and analyze problems, determine root causes, evaluate alternative solutions and take and/or recommend appropriate solutions.

 

Technical Competence / Professional Knowledge

 

  • The requirement to apply knowledge and skills to carry out the work and/or provide advice. This also includes the quality of advice given, as well as the requirement to make decisions in the best interests of the organization as a whole.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed