Administrative Assistant - Part Time

Job Title: Administrative Assistant

Location: Alberta (Virtual WorkFromHome)

Full or Part Time: Part Time

Hours of Work: Flexible (5 to 7 hours/week average, maximum 10 hours/week)

Regular/Temporary: 1-year fixed year contract with possibility of extension subject to funding.

Closing Date: August 11, 2023

WOMEN IN LAW LEADERSHIP (WILL) is excited to announce the creation of a new position in our organization, the Administrative Assistant. This new position will help grow WILL’s businesses, including the Alberta Awards, Ontario Awards, the virtual Stronger Together Awards and the WILL Education Program, while tangibly advancing our efforts to recognize and celebrate achievements and to facilitate leadership education for women lawyers.

The Administrative Assistant will administer and manage WILL’s document management system/database and CRM site, and assist with administrative work involved, including collecting and managing the nominations for the three awards programs and leadership education program, the administrative work involved in writing letters to sponsors, speakers and to attendees of the awards events (including tracking dietary restrictions and answering questions about the events), assisting with the development of spreadsheets to track nominations and for the selection of winners, updating judging scoring sheets, and the registration of participants in the WILL Education programs, including administrative support of catering and answering attendees’ questions.

About this Position

This position is funded by WILL from its general funds and seeks a candidate who is a self-starter, organized and has demonstrated experience in administering a document management system and contact information site, in preparing letters and other correspondence and efficiently performing administrative work with minimal supervision.The position will report to the WILL Chair and Vice-Chair of the Board (or designate(s)).

About WILL

WILL started in 2009 as a joint venture between The Counsel Network and the Association of Women Lawyers (Calgary). WILL incorporated in 2019 under the Canada Not-for-Profit Act and is governed by a Board of Directors appointed by the members of WILL. The Board operates WILL’s businesses through operating Committees (currently, the WILL Alberta Awards Committee, the WILL Ontario Awards Committee, the WILL Education Committee) that meet monthly. For more information, please visit https://womeninlawleadership.ca.

WILL is an equal opportunity employer committed to creating a diverse, respectful, and inclusive environment that is reflective of the community we serve. We encourage applications from all qualified candidates for this position.

How to Apply

Please apply with a cover letter and resume (and optional LinkedIn profile) by August 11, 2023, [email protected]

Subject Line:Administrative Assistant

Not all applicants will be contacted for an interview.

With the support of the Chair and Vice Chair (or designate(s)), the Administrative Assistant will act as administrator for the WILL document management system (currently, SharePoint database) and the CRM database for management of contacts of WILL and prepare correspondence as requested.

The Administrative Assistant will:

· Receive finalized documents and load them into the database (including contracts, policies, procedures, agendas, minutes, corporate filings, nominations, judging spreadsheets, event programs, menus, audio visual contracts, PowerPoint presentations, program curriculum, sponsorship acknowledgements, marketing communications and social media posts, and other correspondence)

· Administer and manage the CRM database, including email addresses of contacts and any updates.

· If requested, conduct research on potential alternatives to SharePoint or the CRM database.

· Handle catering requirements for the WILL Education programs and liaise with the venue to have the catering delivered.

· Handle tracking of dietary restrictions of guests attending awards events and participants in WILL Education programs.

· Prepare emails and letters to a wide variety of people including winners of awards, the annual Lifetime Achievement Award winner, past nominees, winners (and carry-forward) to encourage nominations, sponsors to acknowledge sponsorship, members of judging panels and advisory councils, etc.

· Compile and organize as nomination packages are received, ensure completeness of the packages, request additional information as required.

· Request, organize and distribute finalist photos and biographies.

· Track nominees who wish to be carried forward and featured.

· Compile contact sheet for previous winners and maintain/update database.

· If requested, update and organize spreadsheet to track communications with sponsors, responses, next steps, and total sponsorships committed and received.

· Request logos from sponsors, provide WILL logo to sponsors.

· If requested, proof posters, programs, and physical awards.

· Assist with updating of seating charts.

· Communications to attendees re: food preferences, parking, hotel registrations, and other event details, as required.

· Post event, send emails to winners with their photos.

· Create organizational structure and function charts and load them into database.

· Maintain a list of all directors, committee members and other volunteers contact information.

· If requested, update training materials for WILL Education programs.

· Be an ambassador for WILL and its programs.

· Undertake other relevant duties as required.

The ideal candidate:

· Has previous experience organizing and managing a document management system and CRM.

· Is creative, innovative, and enthusiastic.

· Is kind, open-minded, and empathetic.

· Works independently but will ask for assistance as needed.

· Has excellent administrative, interpersonal, and organizational skills.

· Has exceptional communication skills, including grammar and spelling skills.

· Is fastidious about record keeping and deadlines.

· Is dependable, punctual, and flexible.