Executive Assistant, Office of The Vice-principal
2 weeks ago
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.
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Job Summary
Reporting to the Executive Director, Office of the Vice-Principal (Advancement), the Executive Assistant provides an executive level of support to the Vice-Principal (Advancement) primarily, and secondary support to the Executive Director. The incumbent contributes to the smooth and efficient operation of the Office of the Vice-Principal (Advancement), in support of the mission of the university. This includes working closely with the Executive Director to provide operational support for priority initiatives, managing the Vice-Principal’s time, and a high degree of coordination and collaboration with the Office of the Principal on relationship building and fundraising activities on behalf of the Principal.
This is a highly visible position, with significant overall impact on the effectiveness and reputation of the Office of Advancement. Given the complexity of managing the time and priorities of the VP, the incumbent must function with strict adherence to confidentiality, and exceptional accuracy and judgment. Independent decision-making, knowledge of strategic priorities, strong relationship building skills and a high degree of efficiency is required.
Occasional work flexibility is needed to meet the demands of the office.
**Job Description**:
**DUTIES AND RESPONSIBILITIES**:
- Fosters a welcoming and inclusive atmosphere, providing executive administrative support to the Vice-Principal (VP) and Executive Director (ED) through managing, planning and coordinating diverse activities. Serves as an initial point of contact for the VP and coordinates required action or response as appropriate.
- Manages information flow and scheduling requests between Advancement and the Principal’s office. Liaises with other offices, Advancement staff, alumni, donors and potential donors regarding the VP’s and Principal’s relationship building and fundraising efforts. Coordinates follow-up actions and thank you notes.
- Performs research and analysis to produce sensitive and confidential correspondence for the VP and Principal. Composes original correspondence and briefing files for daily meetings when requested or on own initiative, which includes background notes, biographical information, speaking notes, schedule of events, etc. Maintains an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment, etc.; reply’s on behalf of the VP, or composes/ transcribes correspondence for signature by the VP to ensure items are actioned within set deadlines.
- Coordinates and tracks the distribution and delegation of responsibility for VP and Office of Advancement strategic priorities and commitments across the Advancement Leadership Team and management staff, identifying shifting priorities and incorporating into departmental planning as required. Follows-up or resolves issues to ensure commitments and objectives are met.
- Oversees an organizes travel and accommodations to national and international destinations in connection with alumni activities, donor relations, fundraising cultivation and solicitation, and conferences. Interprets and ensures adherence to travel and finance policies and procedures. Prepares itineraries and initiates timely travel reimbursements for expense claims and travel advances.
- In a leadership capacity, acts as a liaison to the Advancement Regional Strategy Group, and as ombudsperson for the administrative support staff within the Office of Advancement.
- Provides leadership, guidance and direction to other employees. Organizes and chairs meetings of the Administrative Assistant Group in the Office of Advancement. Determines the agenda topics; helps facilitate resolution of office-wide problems and issues.
- Coordinates and organizes meetings such as Advancement-wide departmental meetings and Advancement Leadership Team meetings. Prepares and circulates notices, agendas and background materials; books rooms; sets-up equipment; takes minutes and acts as the main point of contact and frontline support to committee members.
- Manages the Advancement Enhancement Day planning committee.
- Initiates and coordinates the Heney and Flynn award nomination process.
- Administers departmental accounts and monitors the office budget, reconciling invoices and Visa statements on a monthly basis; coordinates financial processes; prepares financial transactions such as purchase orders and expense reimbursements; and maintains accurate records.
- Works with the ED to plan and manage building and space proj
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