Executive Assistant to the Chief Information Officer

4 weeks ago

Brampton, Canada Sault Community Career Centre 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. In keeping with the Seven Grandfather teachings that are the core values that
inform our decisions as an institution, we are committed to creating a welcoming, inclusive,
respectful, and safe environment where everyone belongs. 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: Executive Assistant to the Chief Information Officer Administration

Position Status: Permanent, Full-time (35 hours/week), Non-Union

Department: Innovation & Technology (IT)

Supervision Received: Chief Information Officer

Supervision Exercised: NA

Location: Brampton, ON or Sault Ste Marie, ON

Number of Positions: 1

PRIMARY FUNCTIONS:

A. CIO Support 60 %
B. Administrative Support 35%
C. Other Duties 5%
TOTAL 100%

Reporting to the Chief Information Officer (CIO), the Executive Assistant is responsible for providing high-level administrative support to ensure the efficient operation of the CIO’s office. This role involves managing a complex calendar, and serving as the primary liaison between the CIO and internal/external stakeholders. The Executive Assistant plays a crucial role in supporting strategic initiatives, overseeing office resources, and handling sensitive information with discretion. The position requires a high level of initiative, professionalism, tact, attention to detail, and problem-solving skills to support the CIO in achieving organizational goals and maintaining operational excellence.

RESPONSIBILITIES:

A. CIO Support (60%)
● Manage the CIO’s complex calendar, scheduling and prioritizing meetings, appointments, and events.
● Coordinate with internal and external stakeholders to arrange meetings, ensuring all logistics are handled efficiently.
● Serve as the primary point of contact for the CIO, handling inquiries, correspondence, and communications.
● Facilitate effective communication between the CIO and university departments, external partners, and other stakeholders.
● Assist in coordinating IT-related projects, tracking progress, deadlines, and ensuring deliverables are met.
● Prepare materials and documentation for meetings, presentations, and reports.
● Provide support in the development and implementation of strategic initiatives and goals.
● Monitor and report on progress toward organizational goals and objectives.
● Assist with special projects and initiatives as assigned by the CIO.
● Conduct research and provide recommendations as needed.
● Suggest improvements for office operations and efficiency.

B. Administrative Support (35%)

● Prepare, format, and edit correspondence, reports, and presentations for the CIO’s review.
● Maintain a comprehensive and secure filing system for sensitive and confidential information.
● Plan and coordinate travel arrangements, including itineraries, bookings, and reimbursements.
● Arrange logistics for events, conferences, and meetings, including venue selection and materials preparation.
● Schedule, organize, and facilitate meetings, including preparation of agendas, taking minutes, and tracking action items.
● Follow up on action items and ensure timely completion.
● Assist with budget management, including tracking expenses and processing invoices.
● Support procurement activities and vendor relationship management.

C. Other Duties (5%)
Other duties as assigned by the Chief Information Officer.

WORKING CONDITIONS:

Physical Effort-Minimal Some lifting/physical effort required for transportation of materials and setup for school visits.

Physical Environment – Minimal Minimal exposure to unpleasant/disagreeable conditions.

Sensory Attention –Considerable Work requires a frequent need to concentrate on a variety of sensory inputs for a lengthy duration requiring diligence and attention (repairing equipment).

Mental Stress –Considerable Work activities are performed in an environment with frequent exposure to mental pressures conditions where mental stress may be noticeable.

MINIMUM QUALIFICATIONS

  • Bachelor’s degree in Business Administration, Office Administration, or a related field, and a minimum 3-5 years of experience in an executive assistant or similar role, preferably in a higher education or IT setting.
  • Proven skills in relationship management and achieving results using a collaborative approach.
  • Strong communication skills, both written and verbal.
  • Strong proficiency in using computer skills for collaboration, particularly with G-Suite, Zoom, and other productivity tools.
  • Proven ability to meet deadlines, prioritize tasks, and demonstrate excellent administrative and organizational skills in a high-volume office environment.
  • Strong multitasking capabilities and the ability to work efficiently under pressure in a dynamic setting.
  • Effective collaboration with individuals from diverse backgrounds, styles, and abilities.
  • Demonstrated ability to handle confidential information with discretion.
  • Excellent organizational, time management, and problem-solving skills.
  • Proven ability to work independently and as part of a team.
  • Willingness to work unconventional hours occasionally, if needed.

Salary Scale: : $64,583 to $80,728 annually.

To apply for this position please submit a resume and cover letter, no later than
4:00 p.m. on September 09, 2024.

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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