LAA-26-41 - Executive Assistant

Job description

Legal Aid Alberta is seeking to fill a full-time permanent, Executive Assistant position reporting to the VP, Justice Services and VP, People, Corporate Strategy & Engagement in our downtown Edmonton office. This position will appeal to an individual that likes to take initiative, is client-focused and is exceptionally strong in delivering high-quality results. Who We Are As a publicly funded, non-profit organization, Legal Aid Alberta provides affordable legal services in family law, domestic violence, child welfare, immigration, and youth and adult criminal defense. We are Alberta-wide, with 300 staff and 1,200 private practice lawyers helping people overcome their legal challenges in more than 75 communities across the province. Who You Are Working at Legal Aid Alberta means you care about people and empathize with their situation. You have excellent communication and interpersonal skills, especially in high stake and quick paced situations. You are able to multitask and are organized to ensure integrity of records. You are an active listener and able to work well independently. You are a challenge seeker and do not struggle with change. You enjoy learning new things, solving problems, and most importantly, understand that confidentiality is a major component of your daily interactions and instruction. Job Description Reporting to the VP, Justice Services and VP, People, Corporate Strategy & Engagement some of the key responsibilities include: • Provide comprehensive administrative support to the executive team members to ensure operations and priorities of the office are managed successfully. • Identify, organize and manage deliverables, initiative timelines and coordinates activities for the direct reporting teams with limited direction. • Independently responds to a variety of requests by taking calls, video meets, mail, e-mails and providing assistance using independent judgment to determine those tasks requiring priority attention, whilst keeping confidentiality, thereby reducing enterprise risk. • Plan, schedule, and attend meetings as required; prepare and distribute agendas and comprehensive meeting packages with appropriate documentation as well as take meeting minutes while maintaining strict confidentiality. • Research, prepare and circulate correspondence; develop, maintain and utilize filing and retrieval systems. • Interpret and implement policies, procedures and computer applications related to the executive team members area of responsibility. • Analyzing and resolving office administrative and procedural problems. • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics in various applications. • Making purchases on behalf of executive team members and divisional leadership using a corporate credit card as required; performing monthly reconciliations and obtains appropriate approvals adhering to all policies. • Provide back up support and coverage for other Executive Assistants when needed. • Other related duties and projects as assigned and required. Qualifications Education and Experience: • Diploma in Business Administration or related field • Specialized administrative training and/or course work, supported by a minimum 5 years related, progressive office/administrative experience. Knowledge • A thorough knowledge is required of office procedures, in a confidential, fast paced environment • Familiar with organizational structure and functioning. • Understanding of policies, regulations and procedures related to the VP office and other functions of Legal Aid Alberta. • Working knowledge of business correspondence formatting. • Demonstrating advanced computer literacy, including MS Office (Word, Excel, PowerPoint, Teams), SharePoint, Visio and Adobe. • General knowledge of office administrative practices and procedures, including the use of standard office equipment (Printer, Photocopier, Scanner, Fax, etc.). • Understanding of the principles and requirements of records management. • General knowledge of organizational financial processes and procedures. • Strong understanding of meeting planning and participation; taking meeting minutes and notes. Skills: • Strong written and verbal communication skills. Must be able to communicate either verbally or written in a professional and positive manner. • Accuracy and attention to detail. • Effective time management skills with the ability to handle multiple assignments and changing priorities effectively and efficiently with minimal supervision. • Operating in a high-volume office requiring accuracy and timely completion of projects and assignments. • Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment. • Interpreting and implementing policies, procedures and computer applications related to the VP. • Analyzing and resolving office administrative and procedural problems. • Using initiative and independent judgment within established policy and procedural guidelines. • Providing office administrative support in the areas of report preparation and staff communication. • Communicating effectively with co-workers, other employees, the general public, representatives of public and private organizations and others, by consistently demonstrating company values, and LAA’s desired culture. Annual Salary Range: $59,608.00- $77,490.00 What We Offer: Perks of working with us • RRSP employer contribution • Health and dental benefits • Health and wellness accounts • Employee assistance program • Hybrid work opportunities • Team environment How to Apply If you got excited at the prospect of being a part of our team when you reviewed this posting and you meet the minimum qualifications, please select ‘Apply Now’ to create your candidate profile. Complete applications will include a cover letter and resume. This competition will remain open until a suitable candidate is found. Only those selected for an interview will be contacted. Requirements Successful candidate will be required to provide an acceptable criminal record check and social media screening.