Part Time Assistant to The Executive Assistant

4 weeks ago

Ottawa, Canada Algonquin College Full time

Department:
President and BOG (Miranda Wilson)

Position Type:
Fixed Term Administrative

Salary Range:
$27.90-$34.88-Hourly

Scheduled Weekly Hours:
12.25

Anticipated Start Date:
April 15, 2024

Length of Contract:
12 months

Posting Information

Posting Closing Date:
April 2, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

**Job Description**:
The Assistant to the President’s Office Senior Executive Assistant provides clerical help for administrative activities related to the President’s Office and Algonquin College Executive Team (ACET). This includes preparing travel arrangements, tracking mileage, and managing food and beverage arrangements for the President’s Office. For the Algonquin College Executive Team, clerical help includes preparing meeting schedules, agenda planners as well as additional clerical work associated with this committee as needed.

Required Qualifications- Minimum of a two (2) year completed credential. Preferably in the areas of Business, Executive Assistant or equivalent education;- Must possess a minimum of (2) two years’ experience in an administrative assistant capacity;- Computer skills - intermediate proficiency with Microsoft Office Suite of products;- Fast and efficient keyboarding skills, ability to take accurate minutes of meetings;- Knowledge of College Policies Workday - Expense Reconciliation and Purchase Requests;- Survey Monkey (Design Surveys);- WordPress (President website updates);- Must have experience in an executive office setting;- Ability to work congenially and with a high level of decorum in a fast-paced environment (preferably in the public sector).- Ability to effectively manage calendars, schedules, and appointments for the Senior Executive Assistant and the President, ensuring smooth coordination of activities.- Excellent written and verbal communication skills are essential for drafting correspondence, handling inquiries, and interacting professionally with stakeholders.- Strong attention to detail is necessary for proofreading documents, preparing reports, and ensuring accuracy in all administrative tasks.- Demonstrated ability to handle sensitive information with discretion and maintain confidentiality in all matters related to the office of the President.- Proficiency in prioritizing tasks, multitasking, and meeting deadlines in a fast-paced environment.- Ability to build and maintain positive relationships with internal and external stakeholders, including staff, faculty, students, and external partners.- Proactive approach to tasks and problem-solving, with the ability to anticipate needs and take initiative to address them.- Flexibility to adapt to changing priorities and unexpected situations while maintaining professionalism and composure.- Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office equipment and systems commonly used in administrative roles.- Willingness to collaborate with colleagues and provide support to other members of the administrative team as needed. Demonstrated professionalism, integrity, and a commitment to representing the office of the President in a positive manner at all times.

Familiarity with Algonquin College's policies, procedures, and organizational structure is advantageous for effectively supporting the Senior Executive Assistant and the President.
- This position is paid at Payband 6
- Vacancy is for P20815

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