Executive Assistant to The Dean of Education

7 months ago

Saskatoon, Canada University of Saskatchewan Full time

**Executive Assistant to the Dean of Education**:
**Primary Purpose**: The Executive Assistant (EA) provides a broad range of high-level administrative, organizational, communication, planning, and problem-solving assistance and support to the Dean of the College of Education. The role requires high level functioning in balancing complex, strategic, confidential, and competing priorities which enable the Dean to be responsive and effective in fulfilling their role. In this position, you would be responsible for the strategic management of associated logistics, including receiving, triaging, and scheduling multiple requests and opportunities as appropriate to meet the demands of a challenging, diverse and high-volume office. You would act as both the first point of contact responding or directing a wide range of internal and external key stakeholders, partners, and donors; as well as being a key manager of the internal strategic operation of the office. You would ensure that all administrative functions, correspondence, and operations of the office are managed in a timely and effective manner appropriately representing the Office of the Dean, College of Education.

**Nature of Work**: Reporting to the Dean, the Executive Assistant requires a comprehensive understanding of the College of Education’s strategic directions to align work priorities and assist with the effective implementation of the College Plan in a complex, academic and research environment. This position works in a high-volume office setting with multiple and competing demands and strict deadlines (occasional medium to high level of stress). Multi-tasking is the norm, and flexibility, discretion, diplomacy, and foresight is required. Superior professionalism and integrity is required. You would work with a team, and often takes on a leadership capacity. Considerable discretion and integrity is required. This position is privy to and routinely works with sensitive and confidential information, thus confidentiality and sensitivity is consistently required. The environment is continuously changing with shifting priorities and frequent interruptions. The position requires some discretionary decision making, superior judgement and analysis, and requires the management of a wide variety of duties within established policies, guidelines and procedures with mínimal supervision. The position is responsible for ensuring day-to-day work is completed accurately, and information provided to others is correct. Impact of error is high. The incumbent must have the ability to manage pressure while managing competing interests toward satisfactory outcomes. Establishing and maintaining the level of professional relationships that support exceptional collaboration and problem solving is essential for success in this position.

**Typical Duties or Accountabilities**:

- Provide timely, accurate and pro-active administrative support for all assigned duties such as: reception; scheduling calendars; arranging meetings; distribution of agendas and minutes and ensuring all appropriate parties have required material prior to meetings; responding to telephone, electronic, and in-person inquiries; data entry, reconciling monthly financial reports, managing office filing systems; preparing briefing notes; and effectively executing other assigned units of work.
- Contribute to the positive changes in the culture of the College; acting as the face of the College.
- Strategically coordinate, and support, and assist in the analysis and improvement of Collegial Processes in the college.
- Effectively analyze, create, and prepare a variety of documents, reports, presentations and packages for the Dean as required in an accurate and timely manner.
- Strategically manage assigned workload of the incumbent and the Dean, establishing standards that provide a balance between meeting and office/work time, reflect realistic priorities in terms of who and when to schedule, and allow sufficient flexibility for shifts in response to the fast paced and fast changing agendas.
- Provide administrative support to committees as assigned and arrange travel and track expenses as required.
- Ensure the timely and judicious articulation of those issues about which the Dean needs to be aware, and/or which the Dean can alone address or refer.
- Effectively represent the Dean in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or appropriately referring problems related to office functioning as they arise and maintaining appropriate confidentiality of information and materials.
- Provide support for communications triage to direct requests and queries appropriately; ensure the Dean’s office staff are aware of and deal with requests that only they can handle; and track and follow-up requests to ensure timely responses are provided and issues are resolved.
- Assist the Dean with the analysis, creation, coordination and communication of rep

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