Law Society of Ontario

  • Executive Assistant, Chief Financial Officer, Finance - contract to end August 2018

    Job Location CA-ON-Toronto
    Job ID
    2018-1567
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    5
    Term
    Contract/secondment to August 31, 2018
  • OVERVIEW

    JOB PURPOSE

     

    The Executive Assistant - CFO is responsible for providing confidential executive administrative support to the CFO for the Law Society of Ontario, LibraryCo Inc., and the Law Society Foundation, streamlining and facilitating the flow of administrative services through the offices, under minimal direction.

     

    QUALIFICATIONS REQUIRED

     

    • A college diploma in business administration or equivalent, with excellent computer skills.
    • A minimum of 5 years prior experience, with advanced secretarial skills and the ability to work with financial statements.
    • Excellent grasp of delivering solid customer and executive administrative services in a confidential environment.
    • Knowledge of the Law Society, including organizational structure, services, mandate, rules and regulations.
    • Proficiency in word processing, spreadsheets, databases, e-mail, and the Internet/Intranet.
    • Speaks and writes in a clear, articulate manner for individual and / or group situations.

    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 CFO of complex details and advanced administrative duties. 
    • Follows through with information to get desired results.

    Client / Customer Service Delivery

     

    • Works independently, within established guidelines, liaising with internal and external contacts on behalf of the executive. Screens incoming correspondence, telephone calls and visitors, and prepares draft responses, or responds directly in routine matters. 
    • Prepares agendas and arranges committee and/or task force meetings as well as the Law Society Foundation and LibraryCo Inc. meetings. 
    • Provides administrative support for and develops relationships with Benchers and staff, acting as an information resource to the department, division and others. 
    • Preparing material to Diligent Board for the Audit & Finance Committee as well as completing and formatting the Annual Financial Statements. 
    • Assists CFO and Senior Manager, Finance in the support of the Audit and Finance Committee and the Senior Manager, Accounting in support of the Law Society Foundation activities, including the Fundraising Committee. 
    • Conducts background research on issues as required. 
    • Schedules appointments, meetings and travel itineraries, and coordinates related arrangements.
    • Prepares and distributes minutes of meetings, follow up and planning on items from minutes.
    • Updating and maintaining the LibraryCo database of Presidents and Library staff as well as updating the website where required. 

    Financial Responsibility

    • Maintains office supplies and orders supplies as required. 
    • Ensures the efficient operation of all office equipment. 
    • Provides input into the development of the departmental budget, prepares invoices for payment, and regularly communicates with banks regarding investment transactions and safekeeping requirements. 
    • Monitors monthly department accounting reports. 
    • Maintains attendance records for the department, and is responsible for the verification of attendance for appointed benchers at Law Society meetings and the process for forwarding attendance records to appropriate individuals for processing of payments. 
    • Completes various government filings for the Law Society as well as the Foundation, and completes an array of documents and forms for CFO signature. 
    • Liaises with insurance representatives on various insurance related matters including proper certificates for affiliated companies and other events. 

    Team Membership

     

    • Works closely with the core department teams to ensure the effective flow of services and optimization of work processes. 
    • Engages in problem solving with other staff, contributing to continuous improvement. 
    • Prepares and distributes minutes of the Audit and Finance Committee and other Law Society meetings.

    COMPETENCIES

    Service Orientation

     

    The requirement to maintain a high standard of commitment, ethics, respect and 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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