Executive Assistant

2 weeks ago

Ontario, Canada Ontario Tech University Full time

**Executive Assistant**

**Tracking Code: req521**

**Faculty/Department**: Office of the Deputy Provost

**Number of Positions**:1

**Appointment Type**: Full-Time Continuing,

**Hours of Work**: 35 hours per week

**Salary Range**:Level 7 - Annual Hiring Salary, $54,848, with annual step progression in accordance with the Salary Grid.

**Posting Date**:March 1, 2023

**Closing Date**: March 14, 2023

**Job Summary**:
Executive Assistant provides efficient, professional and confidential, executive level support to the Deputy Provost. This includes managing all activities that support the Deputy Provost role both institutionally and external to the University. Duties are complex, varied and often of a highly confidential nature.

**Nature of work**:
Reporting to the Deputy Provost, the Executive Assistant is a strong, positive, collaborative and supportive presence for the Office of the Deputy Provost team. The Executive Assistant collaborates closely with executive administrative and academic staff, student leaders, staff and faculty across the university to provide information, coordinate scheduling, and identify issues.

The complex and competing nature of the responsibilities involved in this role requires a highly organized individual who can set priorities, perform duties independently as required, and have the ability to work collaboratively in a team environment. The incumbent must possess a strong sense of initiative and decision making to investigate and resolve complex issues as they arise. Daily activities involve regular interaction with staff, faculty, executive offices, and university stakeholders, with exposure to confidential information requiring considerable use of tact, diplomacy, discretion and excellent judgement.

**Responsibilities/accountabilities**:

- Prioritizes and screens matters requiring the Deputy Provost’s attention. When appropriate, resolves issues/concerns and requests and composes responses for the Deputy Provost’s review. When appropriate, responds on behalf of the Deputy Provost.
- Organizes and coordinates a complex schedule and applies knowledge of the priorities of the Deputy Provost Units and the activities of the Deputy Provost.
- Assesses, confirms and communicates importance of requests for meetings or changes in meeting schedules and coordinates the Deputy Provost’s calendar.
- Ensures the Deputy Provost is prepared with the appropriate materials for meetings well in advance.
- Operates at the highest level of sensitivity and confidentiality about personnel and operational matters, and effectively manages unique situations with discretion; maintain confidentiality practices in all tasks.
- Coordinates and provides administrative support for several university-wide committees, including assisting in setting agendas; preparing meeting materials, taking and distributing minutes, and following up on action items.
- Coordinates travel arrangements for the Deputy Provost Units, including managing registrations, accommodations, logístical arrangements, and preparation of itineraries.
- Coordinates Deputy Provost monthly expenses.
- Assists with Record and Document Management function for Student Life; maintains and coordinates retention of documents.
- Coordinates institutional/division-wide memberships and subscriptions for Deputy Provost Units.
- Assists with the creation of administrative processes for Deputy Provost Units.
- Tracks monthly attendance records for all managerial staff directly reporting to the Deputy Provost.
- Assists with special projects that are required to support the Deputy Provost initiatives.
- Performs all other duties as assigned.

**Required Skills**:

- ** **Attention to detail, confidentiality and the ability to manage high volume and multiple demands
- Extensive knowledge of university programs, systems, policies, procedures, governance and administrative activities
- Demonstrated experience in problem resolution, using sound guiding principles
- Fosters and maintains a team environment
- Superior organizational and time management skills and the ability to work well under pressure with strict deadline
- Acts with integrity and maintains a high level of confidentiality
- Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy
- Intermediate in MS Word, Excel and PowerPoint

**Education**:

- ** **Post-secondary education or equivalent combination of education and/or experience of two academic years
- Verification of Academic credentials may be required

**Required Experience**:

- A minimum of three to five years of experience in a senior administrative support role, preferably in an academic environment
- Experience working in an administrative support role to a senior level is preferred
- Administrative experience in an academic environment, including knowledge of university policies and procedures

**How to Apply**:
Ontario Tech University res

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