Executive Assistant

THIS JOB COMPETITION IS CLOSED

Competition Number: LAA-21-18

Job Type: Full-Time, Temporary

Location: Edmonton

Posting: External

Competition Ends: May 7, 2021

About Legal Aid

Legal Aid Alberta is a Centre of Excellence that helps vulnerable Albertans across the province at some of the most difficult times in their lives. Through professional, effective and accessible services that support better outcomes for our clients, we make a difference in the lives of Albertans and deliver value that extends beyond those who receive our services.

Job Description

Legal Aid Alberta is seeking to fill two full time, temporary (up to 12-months) Executive Assistant positions in our downtown Edmonton office. We are looking for individuals who are curious, analytical, and highly organized who thrive in a fast-paced dynamic team environment, take initiative and are passionate about making a difference.

Reporting to a member of the Executive Team, some of the key responsibilities of the Executive Assistant are to:

  • 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, 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.
  • Track progress and follows up on results against the three-year business plan, Key Performance Indicators (KPI), and other key delegated responsibilities within the executive team member area of responsibility.
  • 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, 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.
  • 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.

Qualifications

Education and Experience:

  • Specialized administrative training and/or course work combined with 2-3 years related, progressive office/administrative experience.
  • Combination of experience and education will be considered.

Knowledge:

  • Thorough knowledge of in-office and virtual best practices and procedures including the use of standard office equipment (Printer, Photocopier, Scanner, Fax, etc.).
  • Advanced computer literacy, including 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.

Skills:

  • Exceptional written and verbal communication skills. Must be able to communicate either verbally or written in a professional and positive manner.
  • 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.

How To Apply

If you got excited at the prospect of being a part of our team and you meet the minimum qualifications, please forward your cover letter and resume in PDF format to careers@legalaid.ab.ca referencing posting number LAA-21-18.

This competition will remain open until May 7, 2021. Only those applicants selected for an interview will be contacted.