Executive Assistant, Vice Provost

2 weeks ago

St Catharines, Canada Brock University Full time

**Please note: This position closes Febuary 23, 2024 at 12:01 am**

**A Day in the Life **

The Executive Assistant provides a broad range of confidential and executive level administrative support to both the Administration as well as Academic portfolios. Staff support includes the Vice-Provost & Associate Vice-President, Academic (VP-AVPA), Vice-President, Administration (VPA); Executive Director, Office of the Vice-President, Administration (ED); and several Associate Vice-Presidents (AVPs). This position is responsible for providing executive support to the departments’ internal committees including support to the Quality Assurance and Academic Integrity portfolios.

**As the** **Executive Assistant, you will**:

- Review all incoming materials and requests to determine action, including confidential matter, noting information that requires follow up;
- Organize and coordinate departmental event logistics (such as room bookings, catering and technology, and parking permits);
- Manage administrative details related to new employee onboarding and employee offboarding in conjunction with employee supervisor;
- Utilize knowledge of the VPA's and VP-AVPA's office and the related operational departments to ensure administrative priorities within the Office are properly executed;
- Stay abreast of developments and events at the University and advise the VPA and VP-AVPA of developments that may impact scheduling;
- Anticipate requirements and assemble the requisite preparatory material and briefings for the meetings and appointments with sufficient lead time;
- Collaborate with AVPs and other staff members to collect, analyze and assimilate information and necessary data required to assist in the development and tracking of various reports (i.e., Board, Senate, and Committee Reports, etc.);
- Facilitate and support the annual budget development process in both departments through trend/cost analysis and scenario costing;
- Support the administration and effective management of departmental budgets through accurate, timely, and relevant financial reporting throughout the year, including conducting variance analysis and preparing scenario costings;
- Coordinate and assist the Manager, Quality Assurance (QA) with QA tasks with oversight of the VP-AVPA.

**What you need to Succeed**
- A College Diploma in a related field;
- 3 to 5 years’ experience providing administrative support;
- Knowledge of the administrative functions and various governance structures and operations within the University and knowledge of University processes and policies;
- Proven ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions;
- Solid understanding of budget development, financial record keeping and reporting;
- Strong computer skills, including advanced knowledge of Microsoft Suite of products, word processing, spreadsheets, databases, web maintenance, SharePoint, and Workday;
- Ability to work effectively with confidential and sensitive information, exercising tact, diplomacy, and discretion;
- Excellent communication skills, including concise and accurate writing proficiency, editing and proofreading skills;
- Ability to balance and anticipate the needs of an executive and/or department with the needs of the organization as a whole;
- Excellent organizational, problem-solving, prioritization, and detailed, accurate record keeping skills.

**Preferred or Asset Skills **
- Experience in a university environment;
- An Undergraduate Degree in a related field.

**Salary and Benefit Information**
- Job Grade (K), Salary Scale ($57,400.00 - $98,400.00)*;
- Target Hiring Range: $57,400.00 - $60,00.00
- This position includes full comprehensive benefits and tuition waiver.

It is Brock University’s policy to give consideration to qualified internal applicants.

**Salary**: $57,400.00-$60,000.00 per year

Flexible Language Requirement:

- French not required

Work Location: In person

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