Executive Assistant

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.

This position provides administrative support, confidential duties, scheduling, and other functions that support the Vice President of Digital Strategy & Information Technology Services (DSITS). The position also works closely with DSITS Directors and supports coordination of divisional activities. The successful candidate will present a professional demeanor and maintain a high degree of confidentiality at all times. Diplomacy when dealing with staff, stakeholders and the public, coupled with the ability to effectively manage projects and time, will ensure success in this role.

In addition to supporting the Digital Strategy & Information Technology Services Division the successful candidate may also be asked to support other members of the Executive team.

Home

Location:

Toronto Provincial Office

Secondary

Location:

n/a

Reporting to:
Vice President - Digital Strategy and Information Technology Services

• Managing the schedule, navigating conflicts, and ensuring preparation for meetings and events on behalf of the Vice President.
• Working with the DSITS Directors and managers to follow up on action items resulting from meetings and discussions.
• Reviewing and logging all incoming correspondence and materials for the Vice President.
• Assisting with the preparation of correspondence, briefing notes, reports and presentations as directed.
• Coordinating meetings, conference calls and virtual town halls including material distribution, taking minutes, moderating, arranging appropriate equipment and booking rooms.
• Tracking and processing the Vice President’s expense claims, including monthly corporate card reconciliation.
• Developing and maintaining electronic filing systems.
• Coordinating travel arrangements (when travel is permitted)
• Scheduling, planning and assisting with corporate events including training, employee engagement initiatives and planning meetings.
• Assisting on special projects and other duties as assigned.
• Corresponding regularly with the CEO’s office regarding material tracking and approval.

• Supporting the organization of digital materials, SharePoint folders and collaboration tools used by DSITS.
• Assisting with coordinating materials related to technology planning, budget and portfolio management, digital strategy, IT operations, cybersecurity, data and AI governance, and major technology initiatives.
• Helping prepare and organize documents using Microsoft 365 applications and digital workflows.

• 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 coordinating meetings and recording and transcribing minutes.
• Strong time management skills with proven experience in multitasking, project management, and providing administrative support in a team environment.
• Excellent communication, 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 judgment and initiative, and ability to manage confidential information appropriately.
• Intermediate to advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint; Adobe Acrobat Pro is considered an asset).
• Experience with SharePoint or document management systems.
• Knowledge of…