Executive Assistant to The Cio

5 months ago

Kingston, Canada Queen's University Full time

Executive Assistant to the CIO & AVP (ITS)

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us

Job Summary

**JOB SUMMARY**:
Reporting to the Chief Information Officer & Associate Vice-Principal (Information Technology Services) (CIO & AVP), the Executive Assistant to the CIO & AVP (ITS) provides executive-level management of the office of, and support to, the CIO & AVP and for the IT Services’ Directors. As a member of the IT Services management team, the Executive Assistant actively participates in the setting and prioritizing of strategic goals to support and advance the mission and contribute to the success of IT Services. The Executive Assistant provides critical insights and support for the CIO & AVP and collaboratively establishes work plans to support the execution of the CIO & AVP’s short and long term priorities, including coordinating the necessary input workflows from the IT Services’ Directors by conducting regular reviews with the Directors and the management team. The Executive Assistant plays a key leadership role in planning processes and providing strategic operational and project management support to the CIO & AVP to ensure the effective and efficient operation of the office. The Executive Assistant manages the CIO & AVP’s correspondence, provides briefings on emerging and confidential issues as they arise and facilitates strong communication ensuring that information flows seamlessly between and amongst the management team. The Executive Assistant liaises with Government and Institutional Relations, University Relations, to support issues management related to IT Services.

The Executive Assistant is the primary point of contact and liaison for the office of the CIO & AVP with other University senior level administrators and their assistants and with all academic and administrative areas of the University. The Executive Assistant oversees the scheduling of the CIO & AVP’s calendar from the perspective of advancing IT Services priorities under the pressure of changing priorities, unanticipated urgent demands, and multiple deadlines. The Executive Assistant ensures that communications, coordination and administrative support to the CIO & AVP are managed proficiently and delivered with the highest standards of excellence and with utmost confidentiality and professionalism. The Executive Assistant provides mentorship and work guidance to other IT Services administrative staff.

**Job Description**:

**KEY RESPONSIBILITIES**:
**Management of the Office of the CIO & AVP**
- Works with the CIO & AVP to direct the activities of the office of the CIO & AVP to fully implement its mandates and goals.
- Ensures critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the CIO & AVP’s priorities.
- Researches issues of importance and sensitivity that require the CIO & AVP’s attention and produces briefing materials and information for the CIO & AVP’s review and direction, including the identification of possible risks and mitigating risk management strategies.
- Investigates specific complaints, concerns, and requests as directed by the CIO & AVP.
- Manages the complexity of the CIO & AVP’s schedule including; prioritizing important meetings under the pressure of changing priorities, unanticipated urgent demands, and multiple deadlines; coordinates boardrooms and video conference and teleconference arrangements, ascertains and invites appropriate attendees and manages expectations of stakeholders.
- Briefs the CIO & AVP on daily scheduling commitments. Works with the CIO & AVP to prepare for all meetings, including researching, collating and summarizing meeting materials as required.
- Attends planning and management meetings, prepares agendas, takes minutes and follows up on action items.
- Represents the Office of the CIO & AVP in inter-office scheduling and commitment meetings or discussions which may involve issues of a confidential nature and/or where labour relations issues are addressed.
- Manages social media communications on behalf of the CIO & AVP.
- Prepares presentations for the CIO & AVP to provide to internal and external audiences.
- Schedules and maintains preparation material, background and logístical support for internal and external appointments, meetings, domestic and international travel arrangements, hotel bookings, etc. for the CIO & AVP and related staff and/or project team members as required.
- Maintains thorough knowledge of University policies and procedures, hierarchy and protocols to ensure meetings, events, etc. are prio

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