Executive Assistant, Operations Division

at  Legal Aid Ontario

COMPANY BIO

Legal Aid Ontario employees are committed to making a difference in the lives of our clients.
As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It’s an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law.
If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below.

KEY ACCOUNTABILITIES

Administrative responsibilities include, but are not limited to:

• Managing the schedule, navigating conflicts and ensuring preparation for meetings and events on behalf of the VP, Operations Division
• Working with Managers of Business Services to follow up on action items resulting from meetings and discussions
• Reviewing and logging all incoming correspondence/materials and prioritizing correspondence
• Assisting with the preparation of correspondence, briefing notes, reports and presentations as directed
• Conducting research to support business case preparation
• Coordinating meetings, conference calls and virtual town halls including material distribution, taking minutes, moderating, arranging appropriate equipment and booking rooms when permitted
• Tracking and processing the Vice President’s expense claims including monthly corporate card reconciliation
• Developing and maintaining electronic and paper filing systems
• Coordinating travel arrangements (when travel is permitted)
• Assisting on special projects and other duties as assigned.

REQUIRED SKILLS & EXPERIENCE

• Demonstrated decision making skills and proficiency in calendar management and dealing with conflicting meetings
• Excellent knowledge of office/administrative practices and procedures with progressively responsible experience in an office environment
• Demonstrated experience in co-ordinating meetings and recording and transcribing minutes
• Strong time management skills with proven experience with multitasking, project management and providing administrative support in a team environment
• Excellent communications, interpersonal and organizational skills
• Flexibility to respond to changing priorities in a fast paced environment with the ability to handle multiple and sometimes conflicting deadlines
• Demonstrated customer service skills
• Demonstrated judgement and initiative, and ability to manage and deal appropriate with confidential information
• Knowledge of LAO services, programs and structure is an asset
• Intermediate to advanced level skills in Microsoft Office applications (Adobe Acrobat Pro is considered an asset)
• Intermediate to advanced technology skills, including SharePoint, and document management systems to support communications and knowledge sharing.
• Knowledge of French is an asset
  If this opportunity matches your interest and experience, please apply and submit a cover letter and resume online by clicking “I am Interested” below.
  We thank all applicants for their interest in working at LAO, however, only those candidates selected for an interview will be notified by email.
  Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set up their Candidate Profile if applying on Njoyn. As an applicant, it is your responsibility to ensure that you check your email regularly.
  Trouble applying? Email: careers@lao.on.ca

EQUITY STATEMENT

Building a diverse workforce that represents the communities we serve while promoting a safe culture and work environment that dismantles systemic barriers, welcomes fresh perspectives and embraces differences as a priority is a core value at LAO. LAO encourages applicants from equity-seeking groups, including but not limited to individuals who are First Nations, Inuit or Métis, Black and racialized, as well as persons with disabilities, women and members of the 2SLGBTQ+ community.
We recognize the value of equity, diversity and inclusion and are committed to addressing systemic barriers, and prioritizing, attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code.
Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and consistency. Our recruitment process reflects our commitment to equity, diversity and inclusion. Accommodations are available throughout the recruitment process as well as during employment at LAO. Please direct any accommodation requests to our recruitment team.

• Managing the schedule, navigating conflicts and ensuring preparation for meetings and events on behalf of the VP, Operations Division
• Working with Managers of Business Services to follow up on action items resulting from meetings and discussions
• Reviewing and logging all incoming correspondence/materials and prioritizing correspondence
• Assisting with the preparation of correspondence, briefing notes, reports and presentations as directed
• Conducting research to support business case preparation
• Coordinating meetings, conference calls and virtual town halls including material distribution, taking minutes, moderating, arranging appropriate equipment and booking rooms when permitted
• Tracking and processing the Vice President’s expense claims including monthly corporate card reconciliation
• Developing and maintaining electronic and paper filing systems
• Coordinating travel arrangements (when travel is permitted)
• Assisting on special projects and other duties as assigned