JOB PURPOSE

Provides confidential executive administrative support to the Corporate Secretary. Provides support to the Treasurer and Convocation.

In support of the Corporate Secretary function, responsible for the organization, receipt and maintenance of Convocation and other meeting materials on SharePoint and Diligent Boards, and responsible to administer Convocation meetings, bencher information sessions, Treasurer elections, bencher elections, Annual General Meeting and meetings of committees and task forces, as assigned.

QUALIFICATIONS

• Requires a minimum 3-year college diploma or equivalent education or experience. Education in business administration or legal studies is an asset.
• Requires a minimum of 5 years’ experience in a progressively senior administrative / secretarial roles.
• Professional Knowledge:
  • Office practices and legal terminology.
  • Law Society mandate, organization and procedures.
  • Convocation practices and bencher procedures and protocols.
• Technical Skills:
  • Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
  • Proficiency in creation of materials through Diligent Boards.
  • Familiarity with SharePoint is an asset
  • Familiarity with AODA accessibility standards is an asset
• Competencies
  • Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
  • Strong written and verbal communication skills, with attention to detail and accuracy.
  • Ability to maintain confidentiality and exercise discretion in handling sensitive information.

Client / Customer Service Planning

• Prioritizes the flow of materials and communications to and from the areas of responsibility, relieving the Corporate Secretary of details and administrative duties. Anticipates issues and matters to be addressed by the Corporate Secretary and makes plans to ensure appropriate and timely responses.
• Liaises with internal and external contacts, keeping parties informed of relevant matters. Responds to requests from benchers and other departments for information and acts as an information resource for the department.

Client / Customer Service Delivery

• Maintains the Corporate Secretary’s calendar, schedules appointments, coordinates and accepts meetings, and organizes travel arrangements.
• Reviews all incoming materials and requests, evaluating for priority, accuracy and completeness, determines their disposition and follows up to recommend action items.
• Screens incoming correspondence, telephone calls and visitors, and prepares draft responses, or responds directly in routine matters.
• Coordinates the scheduling of Convocation, bencher information sessions, and committee and other meetings in cooperation with the Office of the CEO, Communications, Facilities and Production staff. Books court reporters for Convocation and coordinates security for the meetings. Prepares draft Convocation minutes and agenda.
• Organizes the receipt, and maintenance of Convocation materials and records and their dissemination in accordance with established protocols and legislative requirements. Keeps complete and accurate records for the planning and execution of Convocation, bencher special events, Annual General Meetings and assigned committees and task forces.
• Ensures the separation and distribution of public and in camera Convocation reports, minutes, transcripts and other materials.
• Assists the Corporate Secretary in ensuring that benchers have access to materials relevant to decision-making in committees, task forces and working groups.
• Manages the External Appointments list and bencher term appointments, bringing upcoming expirations of term to the Corporate Secretary’s attention.
• Works with Communications to advertise and promote vacancies and amend notices. Organizes and uploads applications for review by the Corporate Secretary, Treasurer and benchers.
• Assists the Corporate Secretary in the administration of online bencher and Treasurer elections and election of the chair of the Paralegal Standing Committee.

Special Projects / Initiatives

• Coordinates human and other resources; coordinates and delivers assigned projects.
• Monitors renewal of contractual arrangements with Convocation court reporter. Provides user information to IT and Procurement for Diligent Boards contract renewal.
• Maintains bencher directory, including ensuring current and accurate addresses, home numbers and e-mail addresses, and maintains bencher and staff information for various legal publications.
• Maintains and ensures the accuracy and security of bencher information in the Law Society database.
• Assists the Corporate Secretary in ensuring the physical and electronic custody of certain materials, such as minute books and registers
• Plans and coordinates the logistics of the virtual Annual General Meeting, including determination of timelines for publication of notice and filing of motions and drafting of notices, room bookings, catering and Security, set up of meeting room, availability of physical and online materials and coordinating with internal and external Production staff for registration of licensees and webcast. Monitor calls to the bar and suspension lists prior to meeting to ensure accuracy of licensees entitled to vote, if necessary.
• Co-ordinating the appearances of special guests at Convocation.

Financial Responsibility

• Maintains and orders office supplies for the department and ensures the efficient operation of all office equipment.
• Provides input into the development of the departmental budget and exercises signing authority within assigned limits.
• Monitors monthly department accounting reports, assists in the maintenance of the Corporate Secretary’s budget, and brings variances to the attention of the Corporate Secretary.
• Prepares invoices, cheque requisitions, purchase requisitions, expense forms for payment, and compiles statistics and reports of costs and expenditures.
• Manages relationships with vendors and venues in support of internal and external divisional initiatives.
• Coordinates and reviews lay bencher remuneration and expense claims for accuracy with respect to attendance at meetings, Tribunal hearings, etc. Sends claims for payment to the provincial government and LSO Finance.
• Tracks and records meeting attendance for Convocation, bencher information sessions and assigned committees and task forces as required.

Team Membership

• Works closely with staff in the Treasurer’s Office and Law Society divisions in the development and administration of ongoing and new initiatives
• Provides back up in the absence of the Executive Assistants in other divisions.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement.  Work arrangements will be determined by role and departmental requirements.  The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office.  The specific application of this will be communicated to applicants contacted during the recruitment process.

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at hr@lso.ca or call 416-947-3475. We appreciate all interest and will directly contact candidates under consideration.