Executive Assistant

The Law Society of Alberta regulates the legal profession in the public interest by promoting and enforcing a high standard of professional and ethical conduct by Alberta lawyers.

As an Executive Assistant (EA), you will provide advanced administrative support directly to the Chief Information Officer & Director, Business Operations (CIO) while also serving as a key administrative and coordination resource for the Application and Information department.

Success in this role requires the ability to manage complex schedules, competing priorities and confidential information in a fast‑paced executive and IT environment combined with advanced Microsoft Office 365 ability, strong communication and interpersonal skills and an extraordinary attention to detail.

Key Accountabilities:

To provide administrative support effectively and efficiently, the EA will:

• Anticipate executive needs and resolve issues independently where appropriate.
• Manage the executive’s calendar through efficient and strategic scheduling and triage of incoming requests and competing priorities.
• Assist the executive in preparation for all meetings, including providing reminders of meetings and appointments, maintaining ongoing and up-to-date itineraries/schedules and providing related documentation/material.
• Prepare agendas, take minutes, and distribute materials for meetings chaired by the executive.
• Create and manage action items.
• Monitor tasks delegated and assigned by the executive to ensure that work is completed within reasonable timeframes.
• Prepare, format, proofread and edit correspondence, reports, presentations, spreadsheets, templates, etc. and ensure accuracy, completeness, and professional appearance.
• Prioritize, organize, and coordinate workflow and deadlines, including the coordination of cross-business unit activities and deliverables.
• Coordinate any cyclical (monthly, quarterly, annual) activities and reports on behalf of the executive.
• Develop a strong working knowledge of how the organization functions.
• Make travel arrangements; prepare expense reports and process invoices.
• Coordinate event logistics for meetings and activities, including venue, catering and technology requirements.
• Maintain professional working relationships with key internal and external stakeholders and work collaboratively with other team members.
• Make a positive contribution to a high performance, results-orientated culture.
• Assist with projects and support other team members during departmental peak periods. (This may include items including system testing, document drafting and invoice management)
• Mine and analyze data to support projects and business decisions.
• Prepare monthly, quarterly and annual reports and analyze trends and performance.
• Undertake ad hoc research projects.
• Develop and improve current dashboards and visualize data to improve process efficiencies and support decision-making.
• Contribute to the improvement of internal data collection, maintenance of data integrity and management processes and practices.
• Complete other tasks as assigned.

Qualifications:

The successful candidate will possess:

• A minimum of five years of relevant experience.
• A positive, energetic, self-starter attitude.
• The ability to protect confidentiality.
• An exceptional dedication to detail and accuracy of information.
• Expertise in Microsoft Office Suite. This includes the ability to act as a Super User and perform basic troubleshooting.
• Ability to think critically and manage large quantities of data, evaluate situations and recommend solutions.
• Ability to identify inconsistencies, outliers and red flags in reviewing data, escalating concerns for further review.
• Knowledge of regulatory environments preferred.
• Display a high level of professional judgment, integrity, independence and objectivity
• Passionate about data visualization, can find the best way to distill large amounts of data into a neat visual representation, with a deep understanding of data relationships.
• Proven ability to manage tasks and competing priorities, while maintaining a great attention to detail
• Self-starter who can be productive and make progress while working independently and within a team.

About the Law Society of Alberta

The Law Society of Alberta regulates the legal profession in the public interest by promoting and enforcing a high standard of professional and ethical conduct by Alberta lawyers.

We derive our authority from the of Alberta and set out standards through a and the .

While we do not provide legal advice on specific cases, from our unique perspective as the regulator, we actively work with members of the justice system to improve the administration of justice for all Albertans.

What We Offer

• Comprehensive compensation package
• Work-life balance benefits that allow you to balance your career and personal commitments.
• Access to a free onsite gym and tenant lounge.
• Private Reflection Rooms to observe religious or cultural beliefs, meditate or take a mental health break.