Executive Assistant Strategy (Permanent)
Job Purpose
The Executive Assistant, Strategy provides confidential, senior-level administrative support to the Executive Director, Strategy. Operating with a high degree of judgement and discretion, the role provides proactive assistance by helping to manage priorities, coordinate information, and ensure the smooth functioning of the office. In addition, the EA, Strategy enables the effective operation of a newly established Strategy Division by coordinating projects and facilitating processes that advance strategic priorities and ongoing alignment across the organization.
Qualifications
Requires completion of a 2 year college program (in a specialized / technical / trade discipline) in any discipline.
Requires a minimum of 5-7 years of related experience providing office administration and/or project coordination, or equivalent experience.
The Law society’s policies and governance mandate is an asset.
Microsoft Office Suite / 365 (Word, Excel, PowerPoint, Teams, Outlook, etc.).
Competencies
Project coordination, prioritization, and time management skills.
Interpersonal, oral, and written communication, and presentation skills.
Organizational and multitasking skills with attention to detail.
Key Accountabilities
1. Client /Customer Service Delivery
Serves as a primary point of contact for the Office of the ED, Strategy, interacting with all levels of Law Society staff and management, as well as with key stakeholders (e.g. benchers, licensees, legal associations, system partners, etc.)
Provides a variety of executive administrative services, including meeting and briefing coordination, calendar management, document preparation and organization, and drafting of correspondence.
Contributes to the effective operation of the Strategy Division by coordinating deliverables, monitoring follow-up and helping to maintain alignment across divisional work.
Coordinates presentation decks, reports and related materials for management, committee, and board-level discussions.
Arranges logistics, materials, and catering for team events, town halls, and interdepartmental/interdivisional activities.
Ensures professionalism and accuracy in all outputs.
2. Special Projects
Assumes a leadership role, actively coordinating divisional and enterprise level projects and activities aimed at supporting organizational alignment.
Assists in the development and maintains effective systems and dashboards to track key initiatives and ensures timely follow-up on deliverables.
Facilitates information-sharing across departments and divisions to support alignment and consistency.
3. Financial Responsibility
Assists in the preparation of the annual departmental and divisional budget.
Monitors budget variances and requests corrective action.
Deals with vendors and consultants and liaises with the Finance Division around contracts and requests for proposals.
Prepares invoices, requisitions, and expense forms for payment.
Maintains financial records per policy.
3. Team Membership
Promotes a collaborative and high-performing environment.
Engages in problem solving with other members of the division and the organization, contributing to the Law Society’s continuous improvement.
Cultivates strong working relationships across the organization to support cross-functional collaboration, information flow, and alignment in support of divisional and enterprise priorities.