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Executive Assistant, Legal

December 4 2021
Industries Non-profit organisation - NPO
Categories Legal, Paralegal, Administrative, Clerical, Professionals, Support staff, Executive Assistant
Toronto, ON

​  Executive Assistant, Legal Services

Are you looking to expand your skills and be part of an organization that is committed to the Equity, Diversity and Inclusion principles of Humility, Accountability, Collaboration, Courage, and Integrity? Do you hold high the values of being respectful, bold, responsive, and transparent? Are you looking to join one of Greater Toronto's Top 2021 Employers? Then join the Ontario Medical Association's Legal Services department.

The Ontario Medical Association (OMA) advocates for and supports doctors, seeking to strengthen their leadership role in caring for patients. We continually seek to be the trusted voice in transforming Ontario's health care system by courageously pursuing best practices, new ideas, solutions, and opportunities to improve.

What Else Do We Have to Offer You?

  • Fantastic opportunity to grow with the team and help shape the strategic direction of the OMA
  • Paid professional development and continuous in-house learning
  • Friendly and dynamic work environment
  • Competitive salary and bonus program
  • Exceptional group benefits package, including a spending account and a robust wellness program
  • Work with one of Toronto's Top 2021 Employers

Job Summary

Reporting to the General Counsel, the Executive Assistant is responsible for providing administrative support to the General Counsel, and Sr. Director & Privacy Officer and ensuring the Legal Department business activities are effectively and efficiently managed.

The role of the Executive Assistant is first and foremost to drive the efficiency and efficacy of the executive. To be successful, the Executive Assistant needs to have a thorough understanding of the purpose, role, and priorities of the executive in the context of the broader organization in order to effectively support them.

Executive Assistants are expected to flourish in a fast-paced and changing environment in which they function as an extension of their executive in leading strategic initiatives within a department and acting as a department ambassador to internal and external stakeholders. Success for this role includes being pro-active and solutions focused to anticipate and triage work to maximize the time available to the executive. This role will also coordinate and support the administrative work of the department on a wide variety of complex, sensitive, and confidential matters requiring a high degree of emotional intelligence, critical thinking, problem-solving and communication skills in addition to knowledge of priorities, associated programs and organizational policies and procedures.

You Will Make a Difference By

  • Responding to general inquiries and requests from internal/external stakeholders and members, answering, screening, and directing calls, handling routine queries, and redirecting others to appropriate Legal Counsel for response and handling, and following up to ensure queries have been addressed
  • Providing executive support to the executive, including leading strategic initiatives, project managing key files and priorities (including timelines, workflows, action items, and follow ups for delegated tasks), material development, escalation, and delegation
  • Prioritizing workflow for executive, including managing their calendar, monitoring correspondence, and determining access to the executive based on prioritization and delivery of organizational priorities
  • Coordinating meeting logistics, including ensuring corresponding documents are prepared and readily available with adequate time for the executive to prepare for the meeting
  • Supporting the development of annual department work plans and calendar of activities to ensure alignment and effective execution of plans
  • Developing and modeling broad and accurate knowledge of corporate policies, procedures, programs, and organizational structures for other employees
  • Tracking and processing expenditures for the executive and department
  • Oversight of department budget including liaising with finance department
  • Providing assistance to Legal Counsel on litigation, employment and incorporation law matters, drafting and revising correspondence, contracts and litigation documentation, transcribing and completing records, ensuring filing/claim response deadlines are met and maintaining legal files and records
  • Providing administrative support for assigned committees, including preparing draft agendas, presentations, ensuring all documents are prepared to organizational standards and submitted before the deadline, attend meetings as required, draft minutes for review, follow-up on action items, and submit approved minutes for archiving
  • Managing legal computer software applications, programs and databases, ensuring information entered is accurate and current, generating reports and liaising with Information Management and Service Desk representatives to resolve system issues
  • Collaborating with other Executive Assistants to ensure consistent use of workflows and policies across the organization
  • Contributing to continuous improvements in policies and processes, and providing back up to other Executive Assistants as requested.

Requirements That Are Important to Us

  • Community College Diploma Legal Administration or equivalent
  • Legal assistant experience
  • Extensive proficiency using computers and standard software programs (e.g., Microsoft Office, Outlook, Teams, Excel, Word, PowerPoint, etc.), Workshare Compare, Salesforce or familiarity with other CRM. Ability to adapt and learn new software.
  • Dicta-typing experience preferred
  • High level of organization for self and others, including a high level of detail orientation
  • Very strong project planning and time management skills
  • Ability to communicate effectively and respectfully in any situation
  • Problem-solving orientation, with a focus on pro-active mitigation
  • Proficient writing and proofreading skills with the ability to draft/edit communication including emails, memorandums, and letters
  • Capacity to record and develop meeting minutes and high-level professional documents, accurately and efficiently
  • Task oriented with the ability to manage multiple and often competing priorities in a fast-paced environment
  • Initiative oriented in the role utilizing critical thinking and problem-solving skills within minimal direction
  • Exhibits a positive, productive, and professional demeanor in all situations.
  • Able to adapt and support organizational change and work with ambiguity

 

What We Have to Offer You

  • Fantastic opportunity to grow with the team and help shape the strategic direction of the OMA
  • Paid professional development and continuous in-house learning.
  • Friendly and dynamic work environment.
  • Competitive salary and bonus program OR Competitive hourly rate of pay
  • Exceptional group benefits package, including a spending account and a robust wellness program.
  • Work with one of Toronto's Top 2021 Employers

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The Ontario Medical Association is strongly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, women, Indigenous People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas. In accordance with the AODA Act, accommodation will be provided throughout the recruitment process to applicants with disabilities.

 

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