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Executive Assistant to The Vice President, Finance

4 months ago

Peterborough, Canada Trent University Full time

**Job Purpose**:
Reporting to the Vice President, Finance and Administration, works closely with Associate Vice Presidents and Directors in the Finance and Administration portfolio, as well as the reporting staff in the PVP offices and the Secretariat. Provides complex administrative support to the Vice President, Finance and Administration in a broad range of corporate activities including managing the VP office and communication, planning and monitoring project plans and timelines, financial monitoring of VP Finance and Administration budgets, and special projects in order to make the most efficient use of the VP’s time. Coordinates and supports several Administrative Advisory Committees, Management Committees and Project Steering Committees. Acts as liaison between the VP’s office and the Secretariat ensuring Board of Governor and its subcommittee reports (Finance & Property, Audit and Investment & Pension) are completed and sent in on time. Coordinates projects/meetings as required e.g. staff budget meetings, committee member elections, special events, building tours, contests, etc.)

**Objectives**:

- Maintain communication with direct reports and the Secretariat office to update VP on status of projects; and to answer inquiries when required
- Develop, implement and maintain project reporting tools and timelines
- Attend internal/external meetings, as required, by the VP, to both document, follow up and action items.
- Brief the VP on urgent and confidential items, issues that arise at committees, concerns from reports and situations that may arise within the University
- Supporting the VP in daily University operations and situations that are frequently confidential, conflicting and/or sensitive in nature
- Oversee operational accounts for the VP Office, the Endowment Lands accounts, as well as general University expenditures
- Coordination of Riverside Hallway communications; meeting space; facility needs;
- Support the needs of the other VP(s) whenever there are multiple portfolios engaged.

**Key Activities**:
**Scheduling and Meeting Management**
- Organize and manage the day-to-day activities of the VP to ensure efficient and effective office operations. Coordinates and schedules all of the VP’s meetings. Coordinates with the PVP offices, the Secretariat and other departments regarding the organizing and running of meetings, organizes travel arrangements, maintains filing systems, tracks time-sensitive documents and performs complex duties to assist the VP as required.
- Monitors follow-up with all distributions that require answers, responses and written replies, and ensures the VP has complete information upon which to base decisions.
- Provides information, advice and analysis regarding correspondence, special events, daily schedules and university communications.
- Works closely with VP direct reports and the VP ER&A to write, edit and complete reports as required by the Board or its Committees (Finance & Property, Aduit & Investment, Trent Lands
- Coordinates and provides administrative support, including creating agendas, background materials for meetings and taking meeting minutes for several VP Management, Advisory and Project Steering Committees.
- Tracks and sends out reminders of action items required to be completed by committee members and the VP.
- Conducts research, develops forms, writes memos and drafts reports and communiqués as required for the VP Committees.
- Represents the VP in Committee meetings as required.
- Acts as Secretary to several Committees including Extended Management Committee, Space & Construction Management Committee, Finance and Administration Department Heads Group, Facilities and Grounds Advisory Committee, Nature Areas Stewardship Advisory Committee, Operations Management Committee, and other Construction and Project Committees as required.
- Liaises with external identities such as the MTCU, COU/CSAO, CURIE, CAUBO, City of Peterborough, City of Oshawa, other post-secondary institutions, contractors, consultants, lawyers, tenants, bank and investment companies, etc. regarding coordination of meetings, reporting requirements and requests.
- Oversee the scheduling and activities of the Riverside Student Receptionist(s)
- Handles general enquiries and complaints, including referral to the appropriate portfolio for action and follow up.

**Financial Oversight**
- Working knowledge and understanding of Endowment Funds, ancillary budgets and operating budgets.
- Fiscal management and budget management within the VP’s portfolio
- Responsible for compilation and presentation to VP of portfolio-wide quarterly roll-ups
- Create succinct roll-up of operational budget variations by AVP/Department, including variant analysis as received from AVP/Directors
- Responsible for the management of the VP budgets and tracking expenditures of several financial accounts including University General ($1.6mil budget), VP Admin office ($20k non-staff expenses), VP Conti