Executive Assistant, Office of the Tribunal Chair, Law Society Tribunal (Hybrid, Toronto)

Law Society of Ontario • Toronto, ON

2d • Hybrid

About The Position

The Executive Assistant, Law Society Tribunal, reporting to the Registrar, provides confidential executive administrative support to the Law Society Tribunal. This role manages communications between the Tribunal Chair, staff, and adjudicators, coordinates adjudicator education sessions, and processes various financial documents. This role provides assistance and back-up in respect of file management and appearances, working with the File Management Coordinators and the Scheduling Coordinator. Serving as the primary public-facing staff member, the role responds to public inquiries including answering the Tribunal General line, manages file requests, and maintains the Tribunal premises. The role develops and updates Tribunal administrative processes, identifies procedural gaps, and offers recommendations.

Requirements

• 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.
• Understanding of the Law Society, its policies and governance mandate.
• Ability to write, proofread and speak clearly and effectively. Speaks and writes in a clear, articulate manner for individual and/or group situations.
• Personable and public service oriented.
• Ability to coordinate a large volume of information and multiple short tasks.
• Superior attention to detail while managing constantly changing priorities.
• General understanding of legal processes in administrative tribunals.
• Develops and applies moderately complex information.
• Proficiency in word processing and spreadsheet applications, preferably Microsoft Office suite applications, as well as databases, AS400, SharePoint, Adobe, and the Internet.

Responsibilities

• Supports the Tribunal on confidential, urgent and sensitive matters.
• Independently liaises with internal and external contacts on behalf of the Chair and Law Society Tribunal within established guidelines.
• Serves as the initial point of contact for individuals visiting the Tribunal Office. Screens incoming correspondence and telephone calls, prepares draft responses, responds and redirects as needed.
• Serves as part of the File Management and Scheduling team, as directed by the Registrar.
• Responds to information requests from adjudicators, professions, parties, counsel, Law Society departments, and the public for file information, file review requests, and general information about the Tribunal.
• Acts as an information resource for the Tribunal, conducting background research on issues.
• Drafts and coordinates communication between the Tribunal Chair and adjudicators, managing performance evaluations, overdue reasons tracking, and education session planning.
• Organizes and manages emailing, printing and scanning through a vendor, and distribution of materials for education sessions and meetings.
• Arranges and records minutes at task force meetings and Chair’s Roundtable meetings.
• Provides executive administrative support to the Tribunal, including safeguarding records, scheduling appointments, meetings, and travel arrangements for the Chair. Coordinates resources for project delivery.
• Coordinates, plans, and documents administrative processes for the Tribunal, identifying policy, case management and procedure gaps. Creates recommendations and template documentation, including process mapping and manual development and maintenance.
• Maintains the Tribunal premises, which includes file room maintenance, recalling/archiving physical files as necessary, and tidying and stocking the Members’ Conference Room and staff kitchen.
• Arranges catering for in-person proceedings, lunches for panel members, adjudicator education sessions, and roundtable meetings.
• Maintains and orders office supplies and ensures the efficient operation of all office equipment including printers and office clocks.
• Interacts with building management and providers of services like maintenance and shredding.
• Copyedits and proofreads web content related to the Adjudicator Resource Centre, sets site user permissions, and ensures document accessibility and archiving. Conducts quality assurance checks and reports technical issues to IT support.
• Verifies and processes financial documents, such as invoices, adjudicator activity sheets, expense claims, and credit card requisition.
• 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.
• Prepares invoices, requisitions, and expense forms for payment. Reviews Adjudicator Activity Sheets and Adjudicator Expense Reports, communicates with adjudicators about discrepancies and maintains remuneration and expense guidelines for adjudicators.
• Responds to inquiries from the finance department about bencher expense claims. Processes accounts payable, expense claims, and adjudicator activity sheets and expense forms.
• Works closely with the File Management Coordinators and the Scheduling Coordinator to provide assistance and backup in respect of Tribunal files and appearances.
• Works closely with other staff of the Law Society Tribunal and other divisions in the development and administration of ongoing and new initiatives.
• Implements Tribunal staff practices and procedures under the direction of the Tribunal Chair and Registrar.
• Works closely with facility staff to ensure effective flow of services and work processes.
• Engages in problem solving with intradepartmental staff contributing to the organization’s continuous improvement.
• 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.
• As assigned, 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.

Benefits

• 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 Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion.
• We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree