Executive Assistant

2 weeks ago

Toronto, Canada York University Full time

**Purpose**:
Communications & Public Affairs (C&PA) is responsible for enhancing and protecting York University's brand, reputation, and culture by increasing levels of positive awareness, understanding and engagement among its diverse audiences and constituents. C&PA provides strategic advice and counsel to York U senior management, communication planning for institutional priorities, internal communications, produces and manages the two main institutional publications, YFile and The York University Magazine, media and external communications, strategic brand marketing and institutional advertising and develops and maintains strong working relationships with key constituency groups. C&PA includes the following units: Business Intelligence & Planning, Media Relations & External Communications, Strategic & Internal Communications, and University Brand & Marketing. Reporting to the Chief Communications and Marketing Officer and the Associate Director, Business Intelligence and Planning, the Executive Assistant role supports the supervisors in carrying out C&PA's management, operations, and administration responsibilities. The role regularly requires exercise of independent judgment and comprehensive knowledge of the University, programs, and staff. The role is responsible for effectively managing and scheduling calendar time to ensure maintenance of an extensive standing meeting schedule, with the flexibility to pursue an active agenda of priorities, while maintaining the ability to react to quickly emerging issues. The role facilitates the communication of information and directives across C&PA and serves as the primary contact for matters related to the Chief Communications and Marketing Officer's schedule and activities.

**Education**:
Post Secondary diploma.

**Experience**:
2 years related experience.
Additional 3 years experience providing executive or senior administrative support in office management in a large-scale or complex operational environment.
Experience developing compelling written and visual communications for a wide variety of audiences.
Experience using MS Word (Advanced), Excel (Basic) and PowerPoint (Intermediate).

**Skills**:
Knowledge
Knowledge of University structures, legislation, and procedures.
Knowledge of general office procedures and practices.
Knowledge of protocols and social etiquette, awareness of political sensitivities and the diverse interests of partners.
Knowledge of the Ontario Health and Safety Act and Regulations and applicable University health and safety procedures.
Knowledge of Google docs, Doodle Poll, Survey Monkey, MS Teams, Sharepoint, and internet researching.Skills
Ability to interpret prescribed procedures and practices and make decisions.
Effective communication skills Effective organizational and multi-tasking skills for effective prioritization, meeting tight timelines, and handling multiple projects simultaneously.
Able to work calmly and effectively under pressure of high volume of work and changing priorities.
Effective interpersonal skills.
Able to deal courteously, professionally, and effectively with others.
Able to handle highly sensitive, political issues with diplomacy, tact, sensitivity, and integrity.
Able to work independently and in a team environment.
Able to work effectively with senior leadership and external partners.
Effective project coordination skills including process and system improvement and development.
Proficient with computerized scheduling software.

**Additional Notes**:
Note: Position requires verification of degree(s)/credential(s)
Normal office environment.
Some occasion, evening work may be required.
- **Compensation**:
York's CPM Compensation Framework has a salary grid consisting of 6 or 8 steps (depending on job grade) which is reviewed annually with possible adjustments, and a lump sum Performance Based Recognition Award. Employees will receive the grid adjustment and depending on performance, eligible permanent employees may move to the next step of the grid and may receive a lump sum Performance Based Recognition Award.Visit the CPM Compensation page on the HR Website to find out more about York's CPM Compensation Program.

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**York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.**
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**We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.**
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**PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.

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