Executive Assistant to The Dean

3 weeks ago

Kingston, Canada Queen's University Full time

Executive Assistant to the Dean

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

Reporting to the Executive Director, Office of the Vice-Provost and Dean of Student Affairs (VP/Dean), and with a dotted reporting line to the Vice-Provost and Dean, the Executive Assistant to the Dean is responsible for providing executive-level senior administrative and organizational support to the Dean and to the Office.

The incumbent plans, manages and coordinates division-wide projects and ongoing initiatives for the Dean and the office, leading logistics, external and internal stakeholder relations, consultations, communications, and timelines to ensure smooth, strategic and as-planned, detailed execution.

This is a visible and responsible position with significant impact on the effectiveness and reputation of the VP/Dean, VP/Dean’s office and the Division. The incumbent serves as a primary liaison with stakeholders across the University, broader local and national post-secondary education communities, and with parents, and students.

Due to the complexity of managing the Dean’s time and priorities, and coordinating internal/external relations, and the Office’s administrative functions, the incumbent is required to demonstrate sound and effective judgment and efficiency with mínimal direct supervision, maintain strict adherence to confidentiality, and fulfil all responsibilities with an exceptional level of accuracy, and high attention to detail.

Note: The schedule for this position will require the incumbent to work occasional flexible hours, according to program or area needs.

**Job Description**:

**KEY RESPONSIBILITIES:
- Prepares and updates briefing documents, presentations or other requirements of the Dean for meetings/events for review.
- Manages, plans, organizes, co-ordinates and maintains all elements for a busy and complex seven-day-a-week schedule of the VP/Dean, including travel. This involves complex prioritization to meet the VP/Dean’s numerous commitments.
- Leads programs and special projects in support of the VP/Dean and Executive Director. Conducts research, analyses information, develops and implements detailed project plans that outline key deliverables; maintains the timeline, and ensures accuracy and progress towards milestone and goal achievement. Develops and maintains a knowledge repository for each project and manages communications with all project stakeholders. Composes reports and resolves problems that arise, referring major issues, as required. Collaborates and liaises with a broad range of partners across the division and university.
- Manages internal and external correspondence for the VP/Dean, including drafting original, sensitive and confidential correspondence and communications on a wide spectrum of matters to various internal and external stakeholders (students, parents, staff across the university and from other institutions, local community members etc.). Screens, directs, refers and responds to correspondence. Manages and tracks multiple streams of communication, ensuring timely, accurate, sensitive and appropriate responses are sent, and inquiries and issues are effectively managed.
- Ensures the timely flow of information to and from the Office, related to the VP/Dean’s portfolio, ensuring critical and sensitive matters are prioritized, and handled expeditiously based on knowledge and understanding of institutional and divisional priorities and processes, determining when and how to appropriately refer issues/matters to senior members of the Office.
- Creates meeting agendas, drafts meeting notes, manages editing, and distributes documents/reports as needed for the Dean. This involves communicating with units across the division to compile information and ensure materials are reviewed by the VP/Dean.
- Organizes events of various sizes hosted by the VP/Dean and senior staff. Manages logistics, communications and feedback processes, and recommends future improvements.
- Ensures a welcoming, inclusive, and professional environment, providing appropriate direction/referrals. Liaises frequently with other offices, including units across the Division, Offices of the Deans, VPs, Provost, Principal, student leaders, contacts at other universities across Canada, the COU, CACUSS etc.
- Manages Dean’s social media channels, maintaining and implementing a regular calendar of posts, securing Decanal review/approval when needed, identifying opportunities to market and promote division activities. Gathers, reviews and reports on associated analytics to make improvements and

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