Executive Assistant

2 weeks ago

Kingston, Canada Queen's University Full time

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
Come work with us
Job Summary

**JOB SUMMARY**:
Reporting to the Associate Vice-Principal, Human Resources (AVPHR), the Executive Assistant & Business Officer (EA&BO) is responsible for providing a broad range of senior level administrative and organizational support to the AVPHR and the AVPHR office. Functioning with a high degree of autonomy, in a deadline-driven environment, the EA&BO must function with an exceptional level of accuracy, good judgment, efficiency and high degree of tact and discretion. The EA&BO is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Central HR Department and the office of the AVPHR. In addition, the EA&BO serves as a liaison or HR representative with a number of internal and external partners within the university community. The individual is a trusted advisor to the AVPHR.

The EA&BO has responsibility for planning and maintaining the schedule of the AVPHR and must proactively ensure that the AVPHR has the required materials to be prepared for all meetings and events.

In collaboration with the AVPHR, the EA&BO will work to develop, direct, implement, and analyze the financial, staffing, and administrative plans for the Human Resources (HR) Department. The EA&BO will participate in the development of annual and long-term departmental plans and will provide strategic support and analysis on many issues. The EA&BO is responsible for developing and managing the department’s budgets and staffing plans. The incumbent is also responsible for managing the department’s physical space and facilities.
**Job Description**:
**KEY RESPONSIBILITIES**:
Executive Support
- Provide administrative support to the AVPHR. Tasks include planning, organizing, and maintaining the AVPHR’s busy and complex schedule. This involves prioritizing, rearranging, and deferring appointments and meetings to accommodate the AVPHR’s numerous commitments.
- Work closely with and support the Communication and Projects Manager in the AVPHR office on departmental operations and initiatives.
- Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the AVPHR’s priorities. Ensure the AVPHR is alerted to approaching deadlines and commitments.
- Maintain thorough knowledge of University policies and procedures, hierarchy and protocols to ensure meetings, events, and other commitments are prioritized accordingly.
- On behalf of the AVPHR, triage issues to determine action requirements. Liaise with HR Senior

Leadership to facilitate resolution of issues and ensure follow-up in resolution action plans.
- Ensure the timely flow of information related to the AVPHR’s portfolio. Review reports and

disseminate information to stakeholders and to the AVPHR.
- Manage the AVPHR’s travel; planning trips and coordinating itineraries, ensuring that the AVPHR is properly prepared and briefed for meetings, speeches and other engagements and for processing travel or expense reimbursements.
- Coordinate all meeting requirements: finalize meeting dates, book facilities, food and beverage, prepare and distribute invitations, agendas and meeting materials, attend meeting, record and distribute meeting minutes, summarize next steps and responsibilities for action and send follow up messages.
- Promote a culture of inclusion, with a commitment to the University’s Indigenization, Equity,

Diversity, Inclusion, Accessibility and Anti-Racism initiatives designed to foster an inclusive,
supportive and welcoming work environment for individuals with diverse backgrounds and
identities.

Financial Management
- Participate in the development of annual and long-term plans including the department’s budget and staffing strategy.
- Provide financial analysis in support of current and long-range planning, taking into account

implications of commitments related to special projects and staff leaves, retirements, terminations, and secondments.
- Develop and maintain a variety of financial reports on an on-going basis; prepare quarterly reports and financial forecasts to meet operational and strategic planning requirements for the department and the University.
- Working with the AVPHR and the Office of the Vice-Principal (Finance and Administration), develop annual budget forecasts, meeting submission deadlines, and coordinate overall department budget integration.
- Manage the day-to-day financial processes for the department. Administer departmental and

Central fund accounts, monitor account activity and ensu

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