Law Society of Ontario

  • Executive Assistant, Policy

    Job Location CA-ON-Toronto
    Job ID
    2018-1619
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    5
    Term
    Permanent
  • OVERVIEW

    JOB PURPOSE:

    The Executive Assistant, Policy Division is responsible for undertaking a variety of special projects related to bencher and committee work, conducting assigned policy work and providing executive administrative support to the Executive Director and Strategic Policy Counsel, streamlining and facilitating the flow of administrative services through the department under minimal or no direction.

     

    QUALIFICATIONS REQUIRED:

    • A college diploma or equivalent post-secondary education.
    • Due to the confidential and sensitive nature of the work handled in the policy secretariat, the incumbent requires a minimum of 5 years’ related experience in office administration and / or project co ordination or equivalent experience.
    • Understanding of the Law Society, its policies and governance mandate, or willingness to learn.
    • Proficiency in word processing, spreadsheets (including Lotus/Excel), databases, e mail, and the Internet or Intranet
    • Speaks and writes in a clear, articulate manner for individual and/or group situations.
    • Develops and applies moderately complex information.

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery

     

    • Works independently within established guidelines, liaising with internal and external contacts on behalf of the Executive Director and Strategic Policy Counsel. 
    • Screens incoming correspondence, telephone calls, and if applicable prepares draft responses or responds directly in routine matters, or re-directs appropriately. 
    • Responds to requests from benchers and other departments for information. 
    • Acts as an information resource for the department and conducts background research on issues as required.
    • Coordinates posting on the board portal of monthly committee agenda and arranges committee, task force and working group meetings. 
    • Coordinates pre- and post-committee briefing meetings for Policy and other staff.
    • Manages current versions and internet posting of lawyer rules of conduct and paralegal rules of conduct/guidelines, including responsibility for AODA compliance of these documents.
    • Coordinates human and other resources to effect the delivery of complex projects. 
    • Provides a variety of executive administrative support functions to the Executive Director and Strategic Policy Counsel including coordinating consultations, safeguarding records and documents, scheduling appointments, meetings and travel arrangements for the members of the Policy Division and coordinating related arrangements. 
    • Maintains attendance records for the department and coordinates holiday schedules.

     

    Policy Development

     

    • Contributes to the development of policy initiatives by conducting assigned research, and assisting in the development of reports to committees, task forces and Convocation.

     

    Financial Responsibility

     

    • Assists in the preparation of the annual departmental budget. 
    • Monitors budget variances and requests corrective action. 
    • Deals with vendors and consultants, and writes requests for proposals for project initiatives, and exercises signing authority within assigned limits. 
    • Prepares invoices, requisitions, and expense forms for payment.

     

    Team Membership

     

    • Works closely with and assists Policy Division staff in the development and administration of on going and new initiatives. 
    • Works closely with catering and facility staff to ensure effective flow of services and work processes. 
    • Engages in problem solving with other departmental staff contributing to the organization’s continuous improvement. 
    • Assists other staff in the Policy department to complete projects. 
    • Provides back up in the absence of the EA, Convocation.

     

    Special Projects and Initiatives

     

    • As assigned, undertakes a variety of special projects and initiatives of varying complexity, including determining and acquiring the necessary resources to accomplish the required activities. 

    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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