Law Society of Ontario

  • Outreach and Events Coordinator, External Engagement, External Relations and Communications - Contract/secondment until May 31, 2019

    Job Location CA-ON-Toronto
    Job ID
    2018-1680
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    3
    Term
    Contract until May 31, 2019
  • OVERVIEW

    JOB PURPOSE:

                           

    The Outreach and Events Coordinator is responsible for coordinating attendance and logistics of a full range of public events and outreach initiatives in conjunction with the Manager, External Engagement, the Office of the Chief Executive Officer, the Office of the Treasurer and other Law Society divisions, as appropriate. This includes coordination and scheduling of multiple Law Society representatives and external participants, including the Chief Executive Officer, Treasurer, Benchers, Law Society staff and external stakeholders.

     

    QUALIFICATIONS REQUIRED:

     

    • A college diploma or equivalent, with preference given to graduates holding Event Management certification.
    • Minimum of 3, up to 5 years related experience working in a customer service oriented 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, desktop publishing, internet and intranet, and other Law Society applications.
    • Speaks and writes in a clear, articulate manner.
    • Reasons through moderately complex spoken and written information.
    • May be required to travel to attend at events and functions, on an incidental basis.  Overnight travel is not anticipated.

    KEY ACCOUNTABILITIES

    Client / Customer Service Planning

     

    • On a regular basis, and ad hoc as events and outreach initiatives arise, meets with the Manager, External Engagement and members of the Strategic Outreach Team to plan priorities and schedule events and outreach activities requiring the attendance of senior Law Society staff, elected officials and external stakeholders. 
    • Maintains the master calendar of events, tracking the involvement of the Manager, External Engagement, the Treasurer and Chief Executive Officer, Benchers, key stakeholders and others as it pertains to Outreach initiatives. 
    • Ensures that all parties are made aware of event timelines, scheduling requirements and supporting materials including presentation materials and, briefing notes.

    Client / Customer Service Delivery

     

    • Coordinates the logistics of all External Engagement and Outreach events, including initial scheduling and bookings (venues, catering, audio/visual support, and travel arrangements), issuance of invitations and coordination of Law Society and external stakeholder attendees.
    • Acts as interface with on-site vendors and service providers to ensure execution of contracted services. 
    • Ensures that attendees are fully apprised of event itinerary and agenda items, roles and responsibilities, and maintains the master list of event attendees and contact details. 
    • Prepares reports for the Manager and Strategic Outreach Team tracking outreach and External Engagement events, expenditures, planning and achieved initiatives.

    Financial Responsibility

     

    • Processes and maintains records for catering requests, expense reports, purchase orders, cheque requisitions and invoices for payment related to outreach and events activities. 
    • Processes and maintains records for contracts with external venues and service providers relating to events.

    Team Membership

     

    • Contributes to the continuous improvement and integration of work processes and procedures related to outreach and events activities, and to the success of the Strategic Outreach Team.  
    • Works collaboratively with the Office of the Treasurer and Office of the Chief Executive Officer to coordinate calendars and streamline logistics for attendance at events and functions. 
    • Supports Team members to respond to changing deadlines and priorities in a rapidly changing, stakeholder driven environment.

    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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