Requisition Details

Administrative Full-time New Position

The Executive Assistant (EA) coordinates the administrative requirements of the Office of the Vice President, Communications & Marketing by providing administrative, technical, and logistical support.

The Executive Assistant assists with personnel and confidential matters, strategic planning, research/report preparation, meeting logistics, and delegating requests. On a daily basis, the EA must exercise good judgment in a variety of situations, manage multiple priorities, and display excellent communication, administrative, and organizational skills.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required in conjunction with the Vice President.

Responsibilities:

• Manages the Vice President’s calendar; working with and obtaining relevant information from various stakeholders, such as the President’s Office, Senior Vice President Academic, government and ministry representatives, senior administration, faculty, staff, etc., while exercising good judgment to ensure critical issues are dealt with in a timely manner
• Composes, edits, and distributes high-quality correspondence (emails, memos, letters, reports, and statistical charts) to the appropriate stakeholders using a variety of software packages
• Provides administrative support to various senior level College committees, including scheduling meetings, prioritizing agenda items, creating and distributing complex agenda packages, ensuring presentation/discussion items are supported by the appropriate technology, taking minutes reflective of discussion and action items, and maintaining meeting documentation as per the College’s document management policies
• Maintains a detailed knowledge of the College’s mandate, policies, procedures, programs, organizational structures, plans, goals, and objectives
• Develops and maintains organizational processes and systems to ensure the College meets its business goals with respect to communications and marketing
• Manages the processing and payment of invoices, budget transfers, reconciliation of corporate credit cards, travel expenses for approval, and maintains records as appropriate
• Researches and generates requests for quotations and purchase requisitions as required
• Works with stakeholders from across the College to ensure that new programs, policies, and procedures move through the internal/external approval process in a timely manner
• Assists various stakeholders in meeting changing/ongoing critical deadlines, and keeps them apprised of relevant issues and concerns
• Acts as a collaborative contact for the Marketing & Communications department; Responds to requests/concerns and refers this information to other persons or specialists within the department or college as required
• Examines correspondence received to determine its applicability to the Communications department, consults with the VP with respect to priority, and ensures necessary follow-up on any action items to be taken
• Interacts with all levels of the organization and external stakeholders in a professional, courteous, and confidential manner on behalf of the VP of Communications and Marketing
• Provides oversight and coordination of special events or activities to support the VP
• Proactively identifies opportunities for improving current practice and implementing new and effective administrative procedures
• Manages continuous improvement of program/project quality, process, and strategy
• Plans and participates in college initiatives, activities, interviews, events, etc.
• Provides technical direction with respect to learning new software or assisting in the planning of events that involve the Vice President’s Office or senior administration

Qualifications:

• Three-year Diploma/Degree in Office Administration – Executive, Business, or a related field; Bachelor’s Degree is preferred
• Seven years of progressively responsible administrative assistant experience, supporting senior administration/executives where confidentiality, professionalism, and attention to detail are critical; Experience in an academic/post-secondary environment is preferred
• Budget and/or financial experience is considered an asset
• Project management experience, including knowledge of project management tools or software for managing projects is preferred
• Experience successfully managing concurrent projects involving multiple team members
• Excellent prioritization skills, ability to meet deadlines, and flexibility skills as unexpected situations arise
• Strong organizational and time management skills, including the ability to develop and implement processes/systems College-wide
• Ability to work independently to prioritize conflicting needs and handle matters expeditiously to successful completion, often with deadline pressures
• Excellent written and verbal communication skills
• Highly competent in the use of several types of software, including Microsoft Word, Outlook, Excel, SharePoint, ACCESS, and VISIO
• Detail-oriented, accurate, and trustworthy, including the ability to compose and edit high-quality work that does not require the Vice President’s review before distribution
• Strong consultative skills, superior interpersonal skills, and sensitivity to the challenges of working with various stakeholders in an academic setting, including a unionized environment
• Well-developed analytical, creative problem-solving, and planning skills
• Strong interpersonal skills and ability to build relations and work collaboratively with a variety of diverse professionals, including senior administrators, the President’s Office, and staff

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