Executive Assistant, Office Of The Tribunal Chair - Contract/Secondment To June 8, 2024 (Hybrid, Toronto)

Job Purpose
The Executive Assistant, Office of the Tribunal Chair provides confidential executive administrative support to the Tribunal Chair, streamlining and facilitating the flow of administrative services and processes through the Office of the Chair. The Executive Assistant coordinates communication, particularly responding to urgent and sensitive communication between the Tribunal Chair and the staff and adjudicators of the Tribunal. The Executive Assistant provides support to the Chair, Registrar, and Tribunal Counsel and provides various types of administrative support to the Law Society Tribunal; this includes answering the Tribunal General line, responding to inquiries from the public, and coordinating file reviews and large print/scan jobs through Ricoh. The Executive Assistant verifies and processes a variety of financial documents, including invoices, adjudicator and bencher activity sheets, expense claims and credit card requisitions. The Executive Assistant also undertakes a variety of special projects, as assigned by the Chair, related to the Law Society Tribunal and its work.
Qualifications Required

• General understanding of legal processes in administrative tribunals.
• Personable and public service oriented.
• Proficiency in word processing and spreadsheet applications, preferably Microsoft Office suite applications, as well as databases, AS400, SharePoint, Adobe, and the Internet.
• Ability to write, proofread and speak clearly and effectively. Speaks and writes in a clear, articulate manner for individual and/or group situations.
• Understanding of the Law Society, its policies and governance mandate.
• Superior attention to detail while managing constantly changing priorities.
• A college diploma or equivalent post-secondary education.
• Five years of progressive experience involving a breadth of knowledge, administrative skills and exposure to an executive office environment.
• Ability to coordinate a large volume of information and multiple short tasks.
• Develops and applies moderately complex information.

Client / Customer Service Delivery

• Coordinates website changes for the Law Society Tribunal, working with the Project Management Office, IT department and other Tribunal staff.
• Responds to requests for information from bencher and appointee adjudicators, stakeholders, members of the public and other departments.
• Copyedits and proofreads all web content related to the Adjudicator Resource Centre and sets permissions for its site users.
• Ensures the efficient operation of all office equipment, monitors the Tribunal premises and interacts with building management and services providers, storage of physical file materials, supports the Members’ Conference Room including supplies and catering and adjudicative support materials.
• Updates adjudicator related information within the Tribunal’s Case Management System (CMS) as needed.
• Provides a variety of executive administrative support functions to the Chair including safeguarding records and documents, scheduling appointments, meetings and travel arrangements for the Chair and coordinating related arrangements.
• Responds to requests from adjudicators, parties, counsel, other Law Society departments and the public for information about files, file review requests and general information about the Tribunal.
• Works independently within established guidelines, liaising with internal and external contacts on behalf of the Chair. Screens incoming correspondence, telephone calls, and if applicable prepares draft responses or responds directly in routine matters or re-directs appropriately.
• Ensures that documents posted on the website are accessible.
• Facilitates and drafts for communications between the Chair and bencher and appointee adjudicators, staff and others within the Law Society.
• Coordinates and plans proposed administrative processes for the Tribunal on behalf of the Chair, identifying gaps in policy, procedure and case management methodology and creating recommendations and template documentation.
• Coordinates resources to effect the delivery of complex projects.
• Coordinates emailing, printing and distribution all materials for education sessions and other meetings. Arranges task force and Chair’s Roundtable meetings. Takes minutes at assigned meetings.
• Coordinates communication between the Tribunal Chair and adjudicators including performance evaluation, overdue reasons tracking and education session planning.
• Works with the project management office to always ensure effective implementation and management of case tracking management systems.
• Acts as an information resource for the Tribunal and conducts background research on issues as required.
• Provides the first point of contact for people attending at the Tribunal Office.
• Drafts, edits and manages the content for the Tribunal’s site on the Law Society’s internal website.
• Maintains attendance records for the Office of the Chair and coordinates holiday schedules.
• Ensures web documents are archived for future reference.
• Carries out quality assurance checks on content and reports technical problems to IT support staff.

Financial Responsibility

• Processes accounts payable, expense claims, and adjudicator activity sheets and expense forms.
• Prepares invoices, requisitions, and expense forms for payment.
• Responds to inquiries from the finance department about bencher expense claims.
• Assists in the preparation of the annual departmental budget. Monitors budget variances and requests corrective action.
• Deals with vendors and consultants, and writes requests for proposals for project initiatives, places orders and exercises signing authority within assigned limits.
• Reviews Adjudicator Activity Sheets and Adjudicator Expense Reports, communicates with adjudicators about discrepancies and maintains remuneration and expense guidelines for adjudicators.

Team Membership

• Engages in problem solving with other interdepartmental and intradepartmental staff contributing to the organization’s continuous improvement.
• Implementing Tribunal staff practices and procedures under the direction of the Tribunal Chair.
• Works closely with catering and facility staff to ensure effective flow of services and work processes.
• Works closely with other staff of the Law Society Tribunal and other divisions in the development and administration of on going and new initiatives.

Relationship and Alliance Building

• Builds solid relationships with adjudicators and other staff. Promotes confidence in the Tribunal in all interactions with the public, responding to the needs and perspectives of diverse stakeholders.

Special Projects and Initiatives

• Undertakes, and assumes a proactive role in the facilitation and management of a variety of special projects and initiatives of varying complexity, including determining, acquiring and coordinating the necessary resources to accomplish the required activities.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.
The Law Society of Ontario values and respects diversity. We are committed to creating an accessible, barrier-free and inclusive workplace in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted. If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at [email protected] or call 416-947-3475.
System ID: 2023-2299
Job Type (EN): Contract Full Time
External Company URL: www.lsuc.on.ca
Street: 393 University Avenue
Working Arrangement: Hybrid