Executive Assistant

4 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department University Communications & Marketing Unit Communications & Public Relations Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family Category Staff Number of Vacancies 1 Position Summary

Are you passionate about providing essential support and managing key responsibilities that help drive success? Join us as our new** Executive Assistant**

This role will provide executive-level administrative support to the Executive Director of University Communications & Marketing and the Government Relations Advisor, handling complex and highly confidential responsibilities that are essential to daily operations.

**What You’ll Do**:
**Support provided to the Executive Director, University Communications & Marketing**
- General office management.
- Manage logístical arrangements for events such as guest speakers and faculty forums
- Administer and reconcile purchasing requisitions, expenditures/receivables, develop budget reports, and assist in budget planning process.
- Enter electronic payroll information in Banner.
- Act as the primary contact for the Executive Director, handling confidential correspondence, preparing agendas and minutes, and distributing relevant communications.
- Manage the Executive Director’s calendar and correspondence with discretion, handling sensitive issues such as budget matters, student concerns, and HR-related topics.
- This position handles much of the same sensitive information of the Executive Director and must ensure confidentiality for all matters related to the University Communications and Marketing Office, including discipline letters, strike contingency planning, program review recommendations, and search processes.
- Manage or participate in projects including annual performance reviews, unit reviews, strategic planning, and reports, while contributing to discussions, compiling feedback, and making recommendations.

**Support provided to the Government Relations Advisor**
- Provide administrative support to the Government Relations Advisor, acting as the main point of contact, managing correspondence, and ensuring deadlines are met.
- Maintain the lobby registries, submit reports in compliance with regulations, and keep an
updated contact list for government officials at all levels.
- Collaborate with government officials and senior leadership to plan meetings, announcements, and leadership activities aligned with the Government Relations Strategy.
- Coordinate meetings, prepare materials, and manage expense reports for the Government
Relations Advisor.

**Plus More**:Be ready to take on additional related tasks as assigned - your role is dynamic and essential to our success

**Why Join Us?**

At the University of Regina, we’re more than just a campus - we’re a community
Join our team and enjoy:

- **Meaningful Impact**:Your work directly contributes to creating a better environment for students, faculty, and staff.
- **Professional Growth**:We support your development, offering opportunities for advancement and learning.
- **Work-Life Balance**: We value your well-being and know your personal life is most important
- **Dynamic and Inclusive Workplace**:We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- **Innovation Culture**:We encourage fresh ideas and innovative thinking.
- **Competitive Compensation**: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Contribution Pension Plan, and much more

Position Requirements

**What You’ll Bring to this Position**:

- Successful completion of a recognized administration course at minimum
- Five years of directly related experience.
- Completion of at least some undergraduate university courses is preferred.
- Combination of education and experience may be considered.

**Skills That Will Ensure Your Success in the Role**:

- Ability to recognize sensitive situations and exercise considerable degree of judgement and discretion, maintain confidentiality, and respond appropriately.
- Strong interpersonal skills with ability to maintain effective working relationships and deliver excellent customer service to all clients.
- Effective and professional oral and written communications skills. Ability to promote and maintain a positive image and reputation for our programs/faculty.
- Experience in organizing meetings, developing agendas and taking minutes.
- Experience in managing and organizing a complex executive calendar.
- Demonstrated proficiency in the use of Microsoft Office (Word, Excel, and Outlook or
GroupWise) and complex databases such as Banner. Ability to use on line document sharing systems such as Google Docs.
- Experience maintaining complex filing systems (paper and digital records)

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