Legal Aid Ontario employees are committed to making a difference in the lives of our clients.
As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It's an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law.
If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below.
Building a diverse workforce that represents the communities we serve while promoting a safe culture and work
environment that dismantles systemic barriers, welcomes fresh perspectives and embraces differences as a priority is a core value at LAO. LAO encourages applicants from equity-seeking groups, including but not limited to individuals who are First Nations, Inuit or Métis, Black and racialized, as well as persons with disabilities, women and members of the 2SLGBTQ+ community.
We recognize the value of equity, diversity and inclusion and are committed to addressing systemic barriers, and prioritizing, attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code.
Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and
consistency. Our recruitment process reflects our commitment to equity, diversity and inclusion. Accommodations are
available throughout the recruitment process as well as during employment at LAO. Please direct any accommodation
requests to our recruitment team.
About the job
Primary function:
This position is responsible for administrative support, confidential duties, scheduling and other functions that support the Corporate Services Division and the Vice President & Chief Administrative Officer. The successful candidate will present a professional demeanor and maintain a high degree of confidentiality at all times. Your demonstrated diplomacy in dealing with staff, stakeholders and the public, coupled with your ability to effectively manage projects and your time, will ensure your success in this role.
Home Location: Toronto Provincial Office
Secondary Location: n/a
Reports to: Manager, Business Services
What you bring to the team
Key accountabilities
• Administrative responsibilities include, but are not limited to:
• Managing the schedule, navigating conflicts and ensuring preparation for meetings and events on behalf of the Vice President and Chief Administrative Officer
• Maintain workflow and action logs, track due dates and approvals
• Working with Managers of Business Services to follow up on action items resulting from meetings and discussions
• Reviewing, logging and tracking all incoming correspondence/materials and prioritizing approvals
• Assisting with the preparation and review of correspondence, briefing notes, reports and presentations as directed
• Conducting research to support business case preparation
• Coordinating meetings, conference calls and virtual town halls including agendas, material distribution, taking minutes, moderating, arranging appropriate equipment and booking rooms when permitted
• Tracking and processing expense claims including monthly corporate card reconciliation
• Developing and maintaining electronic and paper filing systems
• Coordinating travel arrangements (when travel is permitted)
• Scheduling, planning and assisting with corporate events including training, employee engagement initiatives and planning meetings.
• Assisting on special projects and other duties as assigned.
• Corresponding regularly with the CEO's office regarding material tracking and approval.
Required skills & experience
• Demonstrated decision making skills and proficiency in calendar management and dealing with conflicting meetings with excellent knowledge of office/administrative practices and procedures with progressively responsible experience in an office environment
• Demonstrated experience in coordinating meetings and recording and transcribing minutes
• Strong time management skills with proven experience with multitasking, project management and providing administrative support in a team environment
• Excellent communications, interpersonal and organizational skills
• Flexibility to respond to changing priorities in a fast-paced environment with the ability to handle multiple and sometimes conflicting deadlines
• Demonstrated customer service skills
• Demonstrated sound judgement, initiative, and the ability to manage confidential information appropriately
• Intermediate to advanced level skills in Microsoft Office applications (Adobe Acrobat Pro is considered an asset)
• Knowledge of LAO services, programs and structure is an asset
• Flexibility to work before/after regular business hours, if required.
How to apply:
To apply submit a cover letter & resume through http://www.legalaid.on.ca/en/careers
Only those candidates selected for an interview will be notified by email. Final candidates for this position will be required to undergo a criminal record check.
Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set up their Candidate Profile if applying on Njoyn.
As an applicant, it is your responsibility to ensure that you check your email regularly.
First time applying to a position with Legal Aid Ontario? You will need to create a profile AND then apply for the position.
Already have an Njoyn account? Just sign in and select "my jobs" to apply. Once you have successfully applied you will receive a confirmation email.
Trouble applying? For telephone support please call 1-877-427-7717 or email: candidate.njoynhelp@cgi.com.
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's
Human Rights Code and the
Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer
accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please
contact us.Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:
What we offer
What does LAO offer?
At LAO, we are committed to fostering a supportive and rewarding work environment for our employees. Our comprehensive benefits package reflects our commitment to enhance employees' professional and personal well-being, reflecting our values of equity, inclusion, diversity and belonging.
Your health and wellness
Our health and wellness program includes:
Dental, health and life insurance
• Short-Term Disability and accidental death & dismemberment insurance
• Permanent employees are eligible for long-term disability insurance
• An employee assistance program (EAP) that offers professional, confidential counselling services to employees and members of their immediate families. The EAP operates programs that address common life issues such as childcare, smoking, financial difficulty, and more.
Your work-life balance
Employees enjoy generous paid time-off including:
• 17 vacation days at hire,
• Sick days
• Discretionary days
• 3 paid days for religious or cultural observances
• Statutory holidays and The National Day for Truth and Reconciliation, Remembrance Day and Easter Monday
Your career
LAO supports your career development by offering professional development and networking through several programs, including training to support a positive culture of equity, diversity, inclusion and belonging (EDIB), and lunch and learns to build client service skills
• Informal Employee Networks for staff with shared identities to connect, support each other and build professional networks
• Law Society of Ontario (LSO) accredited training to support learning and professional development for all employees
• EDIB-focused training
• Mentorship programs, including an Indigenous-focused mentorship program
Your future
Employees are eligible to enroll in the defined benefit Public Service Pension Plan which provides financial security during retirement.