Laa-23-27 - Executive Assistant

7 months ago

Edmonton, Canada Legal Aid Alberta Full time

Legal Aid Alberta is seeking to fill a full-time permanent, Executive Assistant position in our downtown Edmonton office. This position will appeal to an individual that likes to take initiative, is client focused and is exceptionally strong in delivering high-quality results. You will play an important role in the justice system helping some of Alberta’s most disadvantaged people every day.
Who We Are
We are Legal Aid Alberta. We believe in an Alberta where everyone is able to understand and protect their legal rights. As a publicly funded, non-profit organization, we provide affordable legal services in family law, domestic violence, child welfare, immigration, and youth and adult criminal defense. We are Alberta-wide: Calgary, Edmonton, Fort McMurray, Grande Prairie, Lethbridge, Medicine Hat, Red Deer, Siksika Nation, and Wetaskiwin. We work together to serve Albertans, protecting their rights and ensuring a fair legal process.
Who You Are
Working at Legal Aid Alberta means you care about people and empathize with their situation. You have excellent communication and interpersonal skills especially in high stake and quick paced situations. You able to multitask and are organized to ensure integrity of records. You are an active listener and able to work well independently. You are a challenge seeker and do not struggle with change. You enjoy learning new things, solving problems, and most importantly understand that confidentiality is a major component of your daily interactions and instruction.
**Job Description**:
Reporting to two Vice Presidents, some of the key responsibilities include:

- Provide comprehensive administrative support to the executive team member to ensure operations and priorities of the office are managed successfully.
- Identify, organize and manage deliverables, initiative timelines and coordinates activities for the direct reporting teams with limited direction.
- Plan, schedule, and attend meetings as required; prepare and distribute agendas and comprehensive meeting packages with appropriate documentation as well as take meeting minutes while maintaining strict confidentiality.
- Research, prepare and circulate correspondence; develop, maintain and utilize filing and retrieval systems.
- Analyzing and resolving office administrative and procedural problems.
- Make purchase on behalf of executive team member office and divisional leadership using corporate credit card as required; performing monthly reconciliations and obtains appropriate approvals adhering to all policies.
- Provides back up support and coverage for other Executive Assistants when needed.
- Other related duties and projects as assigned and required.

**Qualifications**:
**Education and Experience**:

- Specialized administrative training and/or course work, supported by a minimum 5 years related, progressive office/administrative experience.

**Knowledge**:

- A thorough knowledge is required of office procedures, in a confidential, fast paced environment
- Familiar with organizational structure and functioning.
- Understanding of policies, regulations and procedures related to the VP office and other functions of Legal Aid Alberta.
- Working knowledge of business correspondence formatting.
- Demonstrating advanced computer literacy, including MS Office (Word, Excel, PowerPoint, Teams), SharePoint, Visio and Adobe.
- General knowledge of office administrative practices and procedures, including the use of standard office equipment (Printer, Photocopier, Scanner, Fax, etc.).
- Understanding of the principles and requirements of records management.
- General knowledge of organizational financial processes and procedures.
- Strong understanding of meeting planning and participation; taking meeting minutes and notes.

**Skills**:

- Strong written and verbal communication skills. Must be able to communicate either verbally or written in a professional and positive manner.
- Accuracy and attention to detail.
- Effective time management skills with the ability to handle multiple assignments and changing priorities effectively and efficiently with mínimal supervision.
- Operating in a high-volume office requiring accuracy and timely completion of projects and assignments.
- Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment.
- Analyzing and resolving office administrative and procedural problems.
- Using initiative and independent judgment within established policy and procedural guidelines.
- Providing office administrative support in the areas of report preparation and staff communication.
- Communicating effectively with co-workers, other employees, the general public, representatives of public and private organizations and others, by consistently demonstrating company values, and LAA’s desired culture.

What We Offer
Perks for working with us
- RRSP with 7% employer match.
- Paid holidays.
- Health and dental benefits.
- Personal and H

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