Executive Assistant

4 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department Faculty of Business Administration Unit Business Admin-Dean's Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary

The Hill and Levene Schools of Business is where responsible business comes to life through education and research. In business education and research, we foster meaningful experiential learning and engagement in local, national and international communities, and demonstrate commitment to inclusivity and social justice. The Schools offer five graduate degree programs, four graduate certificate programs, one undergraduate degree program and one undergraduate diploma program.

**Position Summary**:
As a member of the Dean’s Executive Team, Executive Assistants work directly with Deans, Associate Deans, and the Faculty Administrator providing executive-level administrative support to ensure the Dean’s fulfillment of the day-to-day responsibilities and commitments. Responsibilities are of a complex and highly confidential nature.

**Main Responsibilities**:
Responsible for a wide range of complex administrative and operational tasks, such as:

- Manage logístical arrangements for events such as guest speakers and faculty forums; make travel arrangements;
- Administer and reconcile purchasing requisitions, expenditures and receivables, develop budget reports, assist in budget planning process;
- Enter electronic payroll information in Banner.

Serve as the primary contact and information source for the Dean’s (or equivalent’s) activities, such as:

- Compose, review, and/or edit confidential correspondence on the Dean’s behalf; prepare and distribute agendas, minutes, memos, and maintain records for Dean’s meetings (e.g. Executive of Council, Dean’s Executive Committee, Council Committees, Budget Advisory Committee, etc.);
- This position sees/handles much of the same information as the Dean and must be able to ensure confidentiality of all information and matters associated with the Dean’s Office. Examples of highly sensitive information that this position has access to and/or may be tasked with are: formatting/editing discipline letters, assisting the Dean with coordination of strike contingency planning, compiling program review recommendations, and coordination/participation in search processes.

Manage/oversee or participate in projects such as:

- Participate in review/planning discussions and subsequent recommendations. Collect and compile feedback on the recommendations.

Other duties as assigned.

Position Requirements

**Position Requirements**:

- Requires a minimum of successful completion of a recognized administration course or equivalent with five years of directly related experience. Completion of at least some undergraduate university courses is preferred. Equivalent combination of education and experience may be considered;
- 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 online document sharing systems such as Google Docs;
- Experience maintaining complex filing systems (paper and digital records);
- Ability to organize many tasks and meet deadlines while maintaining accuracy and attention to detail; and,
- Ability to define problems, analyze, and interpret information in order to identify possible solutions and provide recommendations.

Physical Demands Pay Grade OOS 4 Salary Range $59,938 - $89,905 Annually Status Permanent Work Hours

8:15 am - 4:30 pm, Mondays-Fridays with some after work hours required for special events.

Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting

Additional Information

**Contact Information**

**Job Open Date**
- 04/26/2023**Job Close Date**
- 05/02/2023**Open Until Filled**

**Special Application Instructions**
- Applicants must submit a cover letter and an updated resume that clearly states how they meet the posted qualifications.**Diversity Statement**Competition Number**
- 20230484A/S

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