Executive Assistant, Office of the Executive Director, Professional Regulation

3 days ago

Toronto, Ontario, Canada Law Society of Ontario Full time

JOB PURPOSE:

The Executive Assistant is responsible for providing confidential executive administrative support to the Executive Director, Professional Regulation and to Professional Regulation Counsel, streamlining and facilitating the flow of administrative services through the office of the Executive Director and providing support to the Professional Regulation Division as a whole, under minimal direction. This includes planning, scheduling, management and tracking of projects, coordinating required responses to urgent and sensitive inquiries, for the Office of the Executive Director, and facilitating the effective flow of information and communications between the Office of the Executive Director, Professional Regulation Division managers and staff, Law Society senior management, the Treasurer's office, benchers and external contacts including the professions and the public.

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 of relevant prior experience in progressively more responsible positions, with advanced secretarial and administrative skills and demonstrated ability to work in a legal environment.
  • Excellent grasp of delivering solid customer and executive administrative services in a confidential environment.
  • Knowledge of the Law Society, including organizational structure, services, mandate, rules and regulations, or willingness to learn.
  • Speaks and writes with a high degree of proficiency in a clear, articulate manner in individual and / or group situations.
  • Proficient in word processing, spreadsheets, databases, e-mail, and the Internet/Intranet, information filing systems, and electronic data management.

Client / Customer Service Delivery

  • On behalf of the Executive Director and staff in the Executive Director's Office, plans, communicates, coordinates, schedules and interacts with a full range of persons involved in the regulatory process and regulatory issues.
  • Provides executive administrative and office managerial support to the Executive Director's Office.
  • Duties include research and preparation of correspondence, documents and reports of behalf of the Executive Director.
  • Oversees the preparation of agendas for and minutes of meetings related to the Executive Director's Office mandate, and helps to ensure appropriate follow-up.
  • Coordinates critical issues management and ensures that the Executive Director has ready access to proper briefing materials on matters within the Executive Director's scope of activity.
  • 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 Office of the Executive Director to appropriate parties for response.
  • Accepts invitations and schedules calendars on behalf of the Executive Director, accompanies the Executive Director to key meetings as appropriate, and follows up with Law Society staff, senior managers and others regarding information required by the Office of the Executive Director.
  • Manages the files and other information in the Office to ensure fast and easy access.
  • Able to locate information about cases and to present the information in a useful format to the Executive Director and counsel.

Financial Responsibility

  • Contributes to the development of the departmental budget, maintaining area budget, checking variances, bringing them to the attention of the Executive Director, assigned Counsel and other relevant parties.
  • Prepares invoices for payment, and may maintain petty cash for area, compile statistics, and reports of costs and expenditures.
  • Prepares RFPs and requests for service contracts, and coordinates the vendor search and selection process.
  • Monitors office supplies for assigned work area and ensures that supplies are requisitioned as required.

Special Projects and Initiatives

  • Actively participates in coordinating and/or ensuring the smooth flow of events and projects on behalf of the Office of the Executive Director and assigned Counsel and Committees.
  • Implements and maintains an efficient issues tracking system, monitors and advises the Executive Director, Counsel and divisional managers on the completion of timelines for projects and issue resolution.
  • Recommends and performs necessary follow-up, and ensures the effective flow of information regarding developing issues.
  • Reviews all incoming materials, evaluating for priority, accuracy and completeness, assesses their disposition and follows up with the Executive Director and/or Counsel for action items, and makes specific recommendations as appropriate.
  • Undertakes special projects as assigned, assumes a proactive role to monitor project progress, and ensures that the goals and objectives of the Office of the Executive Director are understood and achieved.

Team Membership

  • Works closely with staff in the Executive Director's Office, Professional Regulation People Leaders, Benchers, Committees and other key constituents to ensure effective flow of services, optimization of work processes, and continuity of policies and procedures.
  • Engages in problem solving with other team members, contributing to continuous improvement, and maintaining the confidentiality of information related to the office of the Executive Director at all times.

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.

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