Senior Executive Assistant, Office of the CEO

5 days ago

Toronto ON, Canada Algoma University Full time

Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission. We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons.
Job Title: Senior Executive Assistant, President’s Office
Administration
Permanent, Full-Time
Department: Office of the President & Vice-Chancellor
Managing Director, President’s Office
Administrative Assistant(s), President’s Office
Sault Ste Marie, ON or Greater Toronto Area, ON (some travel between campuses required)
# Executive Support of the President & Vice-Chancellor 50%
Special Projects and Strategic Priorities 25%
Executive Support of Senior Team Members 20%
Reporting to the Managing Director, the Senior Executive Assistant is responsible for providing executive administrative support to the University’s President & Vice-Chancellor, members of the Executive Team that reside in the Office of the President, and for the operational functions of the Office.
The incumbent provides senior-level support to the President and, at times, leads key projects impacting the community. This position acts as the team lead of the unit working closely with the Administrative Assistant(s) working in the President’s Office. The Senior Executive Assistant must be able to work in rapidly changing circumstances that require flexibility and the ability to work on multiple priority projects. The incumbent must be able to work independently, exercise judgment, and know when to ask for help. The incumbent is responsible for providing administrative support to the area including all correspondence, calendar maintenance, file and record maintenance, meeting scheduling and preparation, budget monitoring and maintenance, and travel plans as required.

Executive Support of the President & Vice-Chancellor (50%)
Manage and oversee all aspects of the Administrative Assistant’s role, including developing and implementing effective systems/procedures and monitoring performance, professional development, and growth.
Use critical thinking and tact to strategically manage/prioritize the complex schedule/calendar and multiple competing and urgent priorities of the President.
Plan and coordinate all travel arrangements, conference registrations, itineraries, and all other travel documents, authorizations, claims, and reconciliations as per university policies for the President (and guests, as requested).
Reconcile the President's Office’s corporate Visa to ensure the balancing of statement and policy adherence.
Ensure adherence to university policies for signing authority.
Act as primary contact for bookings with the Senior Executive Team; Assist in the preparation of weekly Senior Executive Team meetings and coordinating meeting attendees, including agenda organization.
Providing research, data collection, reporting, and planning in support of various projects as required.
Special Projects and Strategic Priorities (25%)
Under the leadership of the Managing Director, support strategic priorities and key projects of the President’s Office; assisting in establishing and/or supporting the development of objectives, determining priorities, developing and managing timelines, liaising with Senior Leadership Team, Directors, external consultants, students, and union groups.
Facilitating the planning logistics for committees struck by the President’s Office (both on and off campus); As requested, conducting research, collecting data for reporting and planning purposes to enable the President to make decisions and the appropriate action.
Complete designated tasks ensuring the quality of events involving the President, ensuring appropriate briefings, protocols, and procedures are followed.
Executive Support of Senior Team Members (20%)
Support the planning and coordination of travel arrangements, conference registrations, itineraries, and all other travel documents, authorizations, claims, and reconciliations as per university policies for Senior Team Members in the President’s Office and the University Chancellor.
Reconciliation of Senior Team Member Corporate Visa to ensure balancing of statement and policy adherence
Occasionally, support Senior team members in the President’s office prior to, and during, important meetings and events. Post-secondary degree or diploma in the field of Business, and a minimum of three (3) years of related experience providing senior administrative support through various roles that demonstrate responsibility, or an equivalent combination of education and experience, is required.
Strong understanding and working knowledge of institutional by-laws, policies, procedures, and organizational relationships.
Solid writing and verbal communication skills.
Strong project management and leadership skills.
Experience working within a complex unionized environment would be considered an asset.
Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal-opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons).

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities.

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