About The Role

Primary Purpose: To provide confidential and comprehensive executive support to the Associate and Vice Deans in the College of Arts and Science. Additionally, to provide a wide range of confidential and high-level administrative support within the Dean’s Office. Nature of Work: Reporting to the Administrative Manager, the Executive Assistant is part of a collaborative and agile administrative team. The incumbent’s work encompasses a broad range of duties and processes that require great attention to detail. The incumbent will effectively manage a high volume of work in a fast-paced environment with frequent interruptions, competing priorities, and conflicting deadlines. The work also requires a proactive approach in a complex academic and research environment, and the ability to work and communicate effectively and cooperatively, by a variety of methods, with Vice Deans, Associate Deans, Deans, administrators, faculty, staff, and students, acting as a resource to others. Considerable discretion is required as the position is privy to and works with sensitive and highly confidential information. Accountabilities: Serves as the primary point of contact for administrative support, addressing inquiries and providing guidance to staff and visitors. Assists calendar support for directors and managers including scheduling and coordination of meetings, assisting with calendar organization and scheduling large group meetings. Maintains shared email inboxes, responding to emails and triaging as appropriate. Provides meeting support including scheduling team/unit and committee meetings, room booking, maintaining meeting records, creating and distributing agendas and minutes, ordering catering, and tracking action items. Provides purchasing support, including invoice submission, purchasing card purchasing and reconciliation, monitoring non-salary expenditures, and assisting with reporting, remittances, and expense form requests. Formats and proofreads various documents, including reports, presentations, and correspondence, while ensuring proper formatting and styling, collaborating on version control, converting and exporting files, creating documents, and finalizing and delivering content. Maintains records and information, retention schedules, SharePoint sites, as well as cleaning and purging paper and electronic files as needed. Provides support for catering and events, including budget management, logistics management, menu planning, vendor coordination, and coordinating staff appreciation events and activities. Provides travel and expense support, including booking support, event registration, expense reporting, policy adherence, reimbursement processing, travel arrangements, and membership renewals. Coordinates the signing of documents and contracts, ensuring proper approvals are in place, and relevant approval processes are followed. In coordination with dean’s office staff, performs general office administrative tasks as needed, such as ordering supplies, managing keys and equipment, coordinating mail and telephone requests, handling business cards and nametags/nameplates, and managing contact distribution lists. Assists with space-related activities and coordinates submission of tickets to facilities. Assists with basic troubleshooting of office equipment and software, and coordinates with IT support as needed. Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment. Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion. Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others and responds to different perspectives from a place of curiosity, respect, and non-judgement. Undertakes related duties, as assigned, consistent with the nature of the position. Qualifications: Completion of Grade 12 is required. Minimum of one year related administrative experience, preferably in an institutional setting. Experience with university systems is a strong asset. Excellent interpersonal skills and communication skills, both written and verbal, with a customer service orientation. Demonstrated ability to handle sensitive information in a professional manner and to maintain confidentiality. Strong organization and time management skills, with the ability to prioritize tasks and meet deadlines in a busy environment. High attention to detail and accuracy. Ability to work independently with minimal supervision and remain effective under pressure and in stressful situations. Proven ability to build positive relationships and collaborate with diverse internal and external stakeholders. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, SharePoint) and the ability to learn new technologies quickly. Skills: High standards of professional integrity in handling confidential information as well as excellent interpersonal and communication skills, both written and verbal. Ability to develop relationships with a wide variety of individuals including staff, faculty, and senior administrators. Ability to work independently, collaboratively, or as part of a group. Versatility and ability to multitask effectively while paying close attention to detail and maintaining accuracy is essential. Ability to effectively coordinate multiple complex projects with sometimes changing and conflicting priorities in order to meet deadlines. Tact and diplomacy. Understanding of university environment and policies and processes including research signature areas, nomenclature, regulations, governance, approval structures. Direct knowledge of, and experience with university systems processes, and functions.