Executive Assistant, Legal Services

Vacancy Type:

Full-time Permanent

Salary/Hourly Range:

$80,614.68 - $88,676.15

Work Details (Days/Hours):

Monday – Friday, 36.25 hours per week

Hybrid Eligible

Yes

Affiliation:

Non-Union: Management/Exempt

Division and Department

Legal Services

Number of Vacancies:

1

Existing/New Job:

Existing

Grade:

05

Vacancy Status

Existing Vacancy

Candidate List or Eligibility List:

Candidate List

What we offer
In addition to a competitive salary and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
Minimum four (4) weeks of paid annual vacation days, increasing with years of service;
Four (4) paid personal days;
Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
Health and dental benefits, including a health spending account available upon your start date;
Employee and family assistance program;
Maternity and parental leave top up (93% of base salary);
Training and development programs including tuition reimbursement of $1500 per calendar year;
Fitness membership discount.

Hybrid Job: This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.
Make a difference
Reporting to the General Counsel, the Executive Assistant provides high-quality administrative and operational support to ensure effective functioning of the General Counsel’s office. This role manages, prioritizes, coordinates key activities and ensures the General Counsel is well-prepared. Acting as a liaison with internal and external stakeholders, the Executive Assistant handles sensitive information with discretion and uses sound judgement to anticipate needs, address emerging issues and maintain seamless operations. The ideal candidate is highly organized, adaptable and an excellent communicator who thrives in a fast-paced environment and contributes to a professional and collaborative culture.
What you’ll do
Provide comprehensive executive administrative services, including, but not limited to:

Executive administrative and operational support for the General Counsel
Liaise with executive and senior leadership, administrative staff, Board Members, government representatives and external stakeholders
Manage and maintain General Counsel’s calendar, coordinate meetings, conferences and travel arrangements
Serve as the primary point of contact for various internal and external inquiries directed to the General Counsel’s office, ensuring timely, accurate and appropriate responses i.e. Executive Leadership, Senior Leaders, Executive Assistants, other staff and External Clients.
Acts as the Executive’s delegate for email during absences, handles and forwards issues, prioritizing for Executive upon return
Prepare materials required for daily schedules and meetings
Maintain a schedule of matters and diarize deadlines
Develop communications, meeting/conference materials, correspondence, memos, reports, Powerpoint presentations, spreadsheets
Prepare draft agendas for meetings
Monitor and update General Counsel on Executive Leadership Team weekly agenda and action items in minutes
Coordinate the execution of documents electronically via Docusign, etc./wet ink
Electronic File Management: open, update files, save all documentation with proper naming protocols, contract administration and record keeping
Prepare and track business expense claims

Operational Legal Department coordination and management

Invoicing (Accounting – Purchase Orders)
Vacation and away list coordination
Work with finance team to prepare and track annual Legal Services budget
Verify and manage business expenses
LawPro/LSUC renewals/CPD Registrations
Managing token distribution and P-card ordering and reconciliation
Mail Distribution
Supplies ordering

What you’ll need

Post-secondary degree or diploma in Business Administration or a relevant field, or combination of education and relevant work experience.
5 -10 years of executive administrative assistant experience from an in-house legal department, or law firm
Strong organizational and project management skills, with strong attention to detail and ability to maintain a high degree of accuracy
Superior communication and interpersonal skills with the ability to work well in a team environment and establish excellent working relationships with individuals at all levels, including the Board of Directors, the Executive leadership team and government stakeholders
Ability to handle sensitive and confidential information with a high degree of tact, diplomacy, confidentiality and professionalism
Highly organized, superior time management and organizational skills
Adaptable with ability to handle multiple tasks and thrive in a fast-paced environment
Excellent oral and written communication skills including superior drafting skills
Excellent customer service skills to respond to enquiries from a variety of internal and external stakeholders
Ability to work independently with minimum supervision, prioritize projects, meet strict deadlines and take initiative
Advanced proficiency with Microsoft Office Suite (Word, Excel, Powerpoint), Adobe Acrobat, blacklining and Docusign

What’s next
Once you apply, we’ll review your resume and cover letter to determine if your skills and experience match the qualifications for the role. Only qualified candidates will be contacted to move forward in the hiring process. If you are contacted, the process will include an interview, written/practical test, and reference check.
INDS