Executive Assistant to The Vice-president

4 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department President's Office Unit President's Office General Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family Category Staff Number of Vacancies 1 Position Summary

**Position Summary**:
We are seeking a proactive and organized professional to provide, direct, and coordinate administrative support in areas of critical significance to the administrative management of the University of Regina. The Executive Assistant serves a pivotal role in facilitating the efficiency and effectiveness of the Vice-President (Administration) office.

The incumbent is required to maintain a current understanding of the Vice-President’s priorities and expectations to accurately coordinate and prioritize the schedule, and to ensure that the Vice-President is briefed and prepared for meetings and events. Key to this role is the ability to anticipate the Vice-President’s needs and proactively solve problems and/or independently manage issues.

**Responsibilities**:
This position is responsible for a broad and complex set of assignments in support of the Vice-President (Administration):

- Strategically manage the Vice-President’s demanding schedule to both meet priorities while allowing flexibility to adapt to a fast-paced and dynamic agenda;
- Coordinate the various activities and meetings of the Vice-President, ensuring the preparation and availability of agendas, briefing notes, speeches and correspondence;
- Accurately and confidentially manage and draft correspondence, presentations, and reports, ensuring that all written communications representing the office have been proofread such that content is free of typographical, grammatical, spelling, punctuation, syntax, formatting and other such errors;
- Stay abreast of and prioritize issues by attending select meeting with the Vice-President, researching and monitoring pending issues for follow-up, and developing future agendas;
- Perform a diplomatic role on behalf of the office to a variety of constituents, both internal and external, including Government officials, senior University leaders, faculty and staff, alumni and other stakeholders;
- Provide administrative support to various University committees, searches and reviews, which includes scheduling and coordinating meetings and presentations, preparing materials and agendas, acting as recording secretary, following up on action items, maintaining up-to-date information and websites, and coordinating communications;
- Coordinate travel arrangements for the Vice-President and guests, including managing travel bookings, itineraries and accommodations while following all relevant University policy on travel, accommodations, and expenses and producing quarterly travel reports;
- Responsible for monthly reconciliation, monitoring and reporting of numerous University accounts, as well as approving and entering invoices, preparing reimbursement claims and purchasing card reports, and preparing mid-year and year-end reports for Financial Services;
- Coordinate select funds and awards (such as the President’s Awards for Service Excellence and Safety Leadership, and the Administrative Conference Fund), which may include sending out notices and calls for nominations, receiving packages and preparing materials for selection, ensuring financial remuneration is dispensed, and planning awards ceremonies;
- Coordinate a variety of processes such as the Banner Security Audit for the Executive Offices, Federal Lobby Registration and monthly reporting, annual Government parking requirements including managing payments through Parking Services, and working with Facilities Management to maintain the University’s liquor license;
- Participate in event planning as required; and,
- Provide back-up support to the Office of the Vice-President (Research) as required.

Position Requirements

**Position Requirements**:

- A minimum of 5-7 years of progressively responsible experience in a senior executive administrative position; at least 5 years of relevant experience in a post-secondary institution or similar setting is an asset;
- Knowledge of University governance, administrative practices, policies and protocol;
- Demonstrated extensive senior-level administrative experience;
- Demonstrated budgetary acumen and careful oversight of funds and budgets;
- Demonstrated performance of high quality and accurate work;
- Demonstrated record of superior organization and time management, with the ability to multi-task, adapt to changing priorities with demanding timeframes, and successfully meet all deadlines;
- Superior written and verbal communication skills including careful proofreading;
- Ability to use a high level of discretion and maintain confidentiality;
- Demonstrated ability to cultivate positive working relationships with all levels of internal and external constituencies;
- Demonstrated good judgement and independent initiative;
- Political acumen and sensitivities to

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