Law Society of Ontario

  • Executive Assistant, Office of General Counsel

    Job Location CA-ON-Toronto
    Job ID
    2018-1573
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    5
  • OVERVIEW

    JOB PURPOSE

     

    The Executive Assistant is responsible for providing confidential executive administrative support to the General Counsel.  This includes planning, scheduling, management and tracking of projects, for the General Counsel, and facilitating the effective flow of information and communications between the Office of General Counsel and Law Society senior management, Law Society staff outside the Office of General Counsel, benchers and external contacts including the professions and the public. The Executive Assistant also provides administrative and technical support and assistance to other staff in the Office of General Counsel that includes responsibility for the undertaking a variety of special projects related to general counsel work. Other responsibilities include design and implementation of department administrative practices and procedures, preparation and forwarding of materials and information, and maintenance of related files and databases.  The Executive Assistant executes their responsibilities under minimal supervision.

     

    QUALIFICATIONS REQUIRED

     

    • A college diploma preferably as a law clerk or alternatively in business administration or equivalent, with excellent computer skills.
    • A minimum of 5 years’ relevant prior experience in progressively more responsible positions, with advanced secretarial and administrative skills and demonstrated ability to work in a confidential legal environment.
    • Knowledge of the Law Society, including organizational structure, services, mandate, rules and regulations, or willingness to learn.
    • Excellent grasp of delivering solid customer and executive administrative services in a confidential environment.
    • Proficiency in word processing, spreadsheets (Excel), databases, e‑mail, and the Internet or Intranet, information filing systems and electronic data management.
    • Speaks and writes with a high degree of proficiency in a clear, articulate matter in individual and/or group situations.
    • Develops and applies moderately complex to complex information.

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery

     

    • On behalf of the General Counsel and staff in the Office of General Counsel, plans, communicates, coordinates, schedules and interacts with a full range of persons within and outside the Law Society involved in the work of the Office. 
    • Provides executive administrative and office managerial support to the General Counsel.  
    • Responds to, or makes appropriate referrals for response, requests for information from outside parties, and prioritizes and refers high-level and/or contentious matters on behalf of the General Counsel to appropriate parties for response. 
    • Follows up with other Law Society staff and others regarding information required by the General Counsel. 
    • Accepts invitations and schedules calendars on behalf of the General Counsel.  
    • Also provides administrative support to other staff in the Office of General Counsel, including coordinating meetings, drafting correspondence, coordinating large mailings, the production of materials and safeguarding of records and documents and responding to routine and more complex inquiries. 
    • Manages the files and other information in the Office to ensure fast and easy access. 

    Financial Responsibility

     

    • Contributes to the development of the departmental budget and the maintenance of the departmental budget, checking variances and requesting corrective action. 
    • Prepares invoices for payment. 
    • Compiles statistics and reports of costs and expenditures. 
    • Writes requests for proposals for project initiatives, and exercises signing authority within assigned limits. 
    • Maintains office supplies for the department and orders supplies as required, and ensures the efficient operation of all office equipment.  

    Team Membership

     

    • Works closely with and assists Office of General Counsel staff, in the development and administration of on‑going and new initiatives.
    • Works closely with the General Counsel in order to ensure effective flow of information, optimization of work processes and continuity of policies and procedures. 
    • Engages in problem solving with other team members, contributing to continuous improvement. 
    • Maintains the confidentiality of information related to the Office of General Counsel at all times. 

    Special Projects and Initiatives
     

    • Actively participates in coordinating and/or ensuring the smooth flow of projects on behalf of the Office of General Counsel. 
    • Implements and maintains an efficient tracking system, monitors and advises the General Counsel on the completion of timelines for projects and issue resolution. 
    • Reviews all incoming materials, evaluating for priority, accuracy and completeness, assesses their disposition and follows up with the General Counsel and/or other staff in the Office of General Counsel for action items. 
    • Undertakes special projects as assigned, assumes a proactive role to monitor project progress, including research of background information and documentation related to reports and special initiatives, and ensures that the goals and objectives of the Office of General Counsel are understood and achieved. 
    • Documents policies, procedures, systems and processes, and proactively shares information with the Office, and other Law Society staff and managers, in order to ensure the continuation of effective administrative support.

     

    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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