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 skills especially in tough situations. You’re computer-savvy and more organized than anyone you know. Fast-paced work environments give you a rush and you’re always up for a challenge. You love learning new things, solving problems, and can adapt to change quickly. You care deeply about the success of our team and our organization.
Reporting to the Executive Director, People, Culture, and Communications, some of the key responsibilities include:
Provide comprehensive administrative support to the executive team member to ensure operations and priorities of the office are managed successfully
Identify, organize and manage deliverables, initiatives, 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.
Coordinate and book travel arrangements
Interpret and implement policies and procedures 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.
Make purchase on behalf of executive team member office and divisional leadership using corporate credit card as required; performing monthly reconciliations and obtains appropriate approvals adhering to all policies
Provides back up support and coverage for other Executive Assistants when needed.
Other related duties and projects as assigned and required.
Education and Experience:
Minimum High school diploma
Post-secondary qualification is an asset
Minimum 2 years of experience supporting an executive
High proficiency in Microsoft and Google suites
Combination of experience and education will be considered
Knowledge and Skills:
Thorough knowledge of in-office and virtual best practices and procedures including the use of standard office equipment (Printer, Photocopier, Scanner, Fax, etc.).
Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, SharePoint, Teams), Visio and Adobe.
Understanding of the principles and requirements of records management.
General knowledge of organizational financial processes and procedures (Expense claims, Credit Card reconciliation, etc.).
Strong understanding of meeting planning and participation; taking meeting minutes and notes.
High level of accuracy and attention to detail.
Excellent organizational and time management skills with the ability to handle multiple assignments and changing priorities effectively and efficiently with minimal supervision.
Strong initiative and ability to work independently with minimal supervision.
Ability to perform technical, specialized, complex and difficult office administrative work using independent judgment.
Ability to communicate effectively with all staff, stakeholders and leadership, and representatives of public and private organizations by consistently demonstrating company values, and desired culture.
Exemplary customer satisfaction skills, including dealing effectively with the public, Committees and team members both in person and over the telephone.
Event planning and content management system skills (WordPress, Squarespace) an asset.