LAA-26-41 - Executive Assistant

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.

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.

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.