The Law Society of Upper Canada

Executive Assistant, External Relations and Communications

CA-ON-Toronto
Job ID
2017-1470
# Positions
1
Job Type
Full Time
Years of Experience
5
Term
Permanent

OVERVIEW

JOB PURPOSE:

 

The Executive Assistant is responsible for providing confidential executive administrative support to the Executive Director, External Relations and Communications, streamlining and facilitating the flow of administrative services through the offices, under minimal direction.  The Executive Assistant ensures the smooth and efficient operation of the Office of the Executive Director, facilitating the effective flow of information and communications between the Office of the CEO, Office of the CFO, Office of the Treasurer, Benchers, Members, Law Society Senior Management, Government Offices, internal staff and external contacts.

 

The Executive Assistant is also responsible for providing support to the Executive Director, divisional staff and Convocation committees resourced by External Relations and Communications.  Responsibilities include design and implementation of divisional administrative practices and procedures, preparation and forwarding of materials and information, and maintenance of related files, budget and variance reports and divisional databases.

 

QUALIFICATIONS/EXPERIENCE REQUIRED:

 

  • A college diploma or university degree, or equivalent education and training. 
  • Strong computer and organization skills are required to meet the demands of the position.
  • Minimum of 5 years’ progressive experience involving a breadth of knowledge, senior secretarial skills and exposure to an executive office environment.
  • Solid knowledge of Law Society practices, procedures and protocols.
  • Understanding of legal and political environment, government documentation, legislative processes.
  • Prioritizes the flow of materials and communications to and from the areas of responsibility. 
  • Proficiency in word processing, spreadsheet and database applications, internet and intranet, and other Law Society applications.
  • Speaks and writes in a clear, articulate manner.
  • Reasons through moderately complex spoken and written information.

KEY ACCOUNTABILITIES

Client / Customer Service Planning

 

  • Conducts necessary planning and organization to perform advanced, diversified and confidential secretarial and administrative duties. 
  • Prioritizes the flow of materials and communications to and from the areas of responsibility, relieving the Executive Director, External Relations and Communications of complex details and advanced administrative duties. 
  • Follows through with information to get desired results.  Anticipates issues and matters to be addressed by the Executive Director and makes plans to ensure appropriate and timely responses.

 

Client / Customer Service Delivery

 

  • Independently plans and executes effective, professional administrative services in order to plan activities, solve problems and coordinate the exchange of information/materials on behalf of the Executive Director, External Relations and Communications .  
  • Maintains the Director’s calendar, schedules appointments, coordinates and accepts meetings and organizes travel arrangements.
  • Provides administrative support to the division by maintaining electronic and physical file systems, drafting weekly and divisional al agendas including minute taking, drafting routine correspondence, preparing, revising and finalizing documents, drafting contracts, and arranging for the timely distribution of a full range of documents, materials and reports. 
  • Responsible for maintaining attendance records for the department as well as coordinating holiday schedules.
  • Supports committee logistics where appropriate maintains contact database information, and responds to routine and complex inquiries.
  • Works independently within established guidelines, liaising with internal and external contacts on behalf of the Executive Director, External Relations and Communications.  
  • Promptly reviews all incoming materials and requests, evaluating for priority, accuracy and completeness, determines their disposition and follows up for action items, making recommendations as appropriate. 
  • Screens incoming correspondence, telephone calls and visitors, and prepares draft responses, or responds directly in routine matters. 
  • Screens escalated complaint calls from the public and from our Membership and offers front end solutions where possible.  Reports division’s lobbying activity to the Office of the CEO. 

 

Financial Responsibility

 

  • Maintains and orders office supplies for the department and ensures the efficient operation of all office equipment.
  • Provides input into the development of the departmental budget. 
  • Monitors monthly department accounting reports.  
  • Prepares invoices, cheque requisitions, purchase requisitions, expense forms for payment, and compiles statistics and reports of costs and expenditures.
  • Assists in the preparation and maintenance of the External Relations and Communications budget, checking variances, bringing them to the attention of the Executive Director.
  • Manages relationships with vendors and venues in support of internal and external divisional initiatives.

 

Special Projects and Initiatives

 

  • At the direction of the Executive Director, External Relations and Communications, contributes to the completion of ongoing and special projects, research of background information and documentation related to reports and special initiatives. 
  • Documents policies, procedures, systems and processes, and proactively shares information with the team, and other Law Society staff and managers, in order to ensure the continuation of effective administrative support. 
  • Tracks and monitors progress of provincial and federal legislation.

 

Team Membership

 

  • Works closely with the Executive Director and divisional staff in order to ensure effective flow of information and optimization of work processes. 
  • Engages in problem solving with other team members, contributing to continuous improvement and works cooperatively with other Executive or Administrative Assistants to enhance information sharing and knowledge. 
  • Provides backup administrative support to the Outreach and Events Coordinator, Policy and Tribunals division.

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.

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