Law Society of Ontario

  • Executive Assistant - Executive Director, Finance & Chief Financial Officer (CFO)

    Job Location CA-ON-Toronto
    Job ID
    2018-1642
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    5
    Term
    Permanent
  • OVERVIEW

    JOB PURPOSE

     

    The Executive Assistant – Executive Director, Finance & Chief Financial Officer (CFO) is responsible for providing confidential executive administrative support to the Executive Director, Finance & Chief Financial Officer (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. Similarly, the role provides some administrative support to the broader management team within the division.

     

    The Executive Assistant – Executive Director, Finance & Chief Financial Officer (CFO) is responsible for preparing reports and presentations, including graphs and charts, to present information in a professional and visually appealing manner to internal and external stakeholders.

     

    QUALIFICATIONS REQUIRED

     

    • A college diploma in business administration or equivalent and advanced skills in the use of word processing, spreadsheet and slide show presentation applications. Training in the use of Diligent Boards for the delivery of Board material is an asset.
    • A minimum of 5 years prior experience, at least 3 years supporting a financial executive with responsibility for financial statements, preparation of the annual report and oversight of the annual external audit, and advanced secretarial skills working with highly confidential and/or sensitive information.
    • Excellent grasp of delivering solid customer and executive administrative services in a confidential and/or sensitive environment.
    • Familiarity with governance tasks such as corporate filings, maintenance of corporate records, etc.
    • Knowledge of the Law Society, including organizational structure, services, mandate, rules and regulations.
    • Advanced proficiency in word processing, spreadsheets, and slide show presentation applications.
    • Solid knowledge of Microsoft Outlook website maintenance tools to maintain an organization’s website and use of the Internet/Intranet.
    • Speaks in a clear, articulate manner for individual and/or group situations.
    • Ability to reason through and write moderately complex letters or similar correspondence.

    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, Finance & Chief Financial Officer (CFO) of complex details and advanced administrative duties.
    • Follows through with information to get desired results.
    • Maintains division work plan and/or schedule, following up as necessary with division team members to support timely completion of deliverables.

     

    Client / Customer Service Delivery

     

    • Works independently, within established guidelines, liaising with internal and external contacts on behalf of the Executive Director, Finance & Chief Financial Officer (CFO).
    • Screens incoming correspondence, telephone calls and visitors, and prepares draft correspondence (letters, emails, etc.), or responds directly with stakeholders on various matters.
    • Prepares agendas and arranges committee and/or task force meetings as well as the Law Society Foundation and LibraryCo Inc. meetings as well as maintains applicable formal governance documents.
    • Provides administrative support for and develops relationships with Benchers (Board directors), Trustees, and staff, acting as an information resource to the department, division and others.
    • Preparing material for posting on Diligent Boards for the Audit & Finance Committee as well as completing and formatting the audited Annual Financial Statements.
    • Assists Executive Director, Finance & Chief Financial Officer (CFO) and Senior Managers in the support of the Audit and Finance Committee and the Law Society Foundation activities, including the Fundraising Committee.
    • Updates finance content on the Law Society’s website and/or the intranet.
    • 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.
    • Updates and maintains relevant databases of stakeholders as well as updating website content where required.

     

    Financial Responsibility

    • Monitors office supply needs for the division 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 identifying appropriate budget line and obtaining confirmation of receipt of goods/services, and regularly communicates with banks regarding investment transactions, draft requests, and safekeeping requirements.
    • Monitors monthly department financial reporting for completeness and accuracy of transactions processed, identifying discrepancies.
    • Completes various government filings for the Law Society as well as the Foundation, and completes an array of documents and forms for Executive Director, Finance & Chief Financial Officer (CFO) signature.
    • Liaises with insurance representatives on various insurance related matters including proper certificates for affiliated companies and other events.
    • Coordinates the preparation of confirmations and other similar documents in support of the completion of the audits of the Law Society, LibraryCo, the Law Society Foundation and the Employee Pension Plan.

     

    Team Membership

     

    • Works closely with Finance team members and colleagues in administrative roles across the Law Society to ensure the effective flow of services and optimization of work processes.
    • Collaborates with Finance managers to maintain the division work plan and help ensure the timely completion of deliverables.
    • Engages in problem solving with staff across the organization, develops creative solutions to administrative issues and contributes to continuous improvement initiatives within the division.
    • Prepares and distributes minutes of the Law Society Foundation Board, Committees and similar, such as the Audit and Finance Committee, Fundraising 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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