Executive Assistant (Temporary)

Competition Number: LAA-21-29

Job Type: Full-Time, Temporary

Location: Edmonton

Posting: External

Competition Ends: When suitable applicant found.

About Legal Aid Alberta

As a publicly funded, non-profit organization, we provide 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.

Job Description

Do something good for your career and for Alberta.

As the Executive Assistant, you will play an important role in LAA’s organizational success. In this position, you will support our executive team and keep things running smoothly so that LAA can carry out its mission to help Alberta’s most disadvantaged. Your role is critical to LAA’s success.

Who we’re looking for

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. Helping people is your raison d’etre.

What you’ll be doing

  • Provide comprehensive administrative support to the executive team
  • Ensure operations and priorities of the office are managed successfully
  • Identify, organize and manage deliverables, timelines, and coordinate activities for the direct reporting teams with limited direction.
  • Independently respond 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 purchases 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 backup 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.
  • A 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

Send your resume and cover letter tocareers@legalaid.ab.caReference posting number LAA-21-29.

Only those selected for an interview will be contacted.