Executive Administrative Assistant, Office of The

3 days ago

Greater Sudbury, Canada Laurentian University Full time

**JOB SUMMARY**

**RESPONSIBILITIES**

Reporting to the the Assistant to the Provost and Vice-President Academic, the Administrative Assistant will:

- Coordinate the Provost and Vice-President, Academic’s travel requirements and related activities and ensure that all related aspects are efficiently organized;
- Assist with the office budget (i.e., preparing purchase orders, paying invoices);
- Deal with highly sensitive, privileged and confidential information;
- Receive and perform a preliminary review of incoming correspondence, signaling deadlines and expedited matters;
- Excellent typing and computer skills using various software including Adobe Acrobat Pro, Microsoft Word, Excel, Powerpoint, Gmail and Google software, Zoom, Datatel and Intranet (LUNET);
- Take initiative and makes decisions on issues related to general office duties, functions and responsibilities, anticipating emerging issues of consequence and developing approaches to address same, knowing when to seek guidance and direction;
- Ability to manage changing deadlines and tight timelines with accuracy and finesse;
- Ensure effective liaison between the Executive Team and their assistants by following the governance structure;
- Operate under general direction and with mínimal supervision;
- Ability to prioritize, to take initiative and work effectively as part of an administrative team;
- Perform other duties as assigned.

**QUALIFICATIONS**
- Undergraduate degree (communications or related field) with two (2) years of experience as an assistant to a senior administrator or equivalent combination of education, training and experience is preferred;
- Tact, good judgment and leadership ability;
- Excellent written and verbal communication skills in both official languages (English and French) required.
- Strong interpersonal skills. Comfortable interacting with senior leaders in both public and private enterprises;
- Basic accounting and strong budget management;
- High degree of integrity and confidentiality;
- Able to work independently and take initiative, as well as perform effectively as a member of a team;
- Confident and willing to take initiative.

**Hours of Work**

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

**FRENCH**

Adjointe administrative ou adjoint administratif de direction, Bureau de la vice-rectrice aux études

**On demande**:
Sous la direction de l’adjointe à la vice-rectrice aux études, le ou la titulaire du poste apportera du soutien à l’adjointe et à la vice-rectrice aux études. La ou le titulaire de ce poste assumera les fonctions de secrétaire de direction qui apportera du soutien confidentiel et bilingue dans un environnement au rythme rapide et traitera des documents confidentiels dans le respect de l’éthique et avec diplomatie. Cette personne coordonnera le calendrier de la vice-rectrice aux études et les activités connexes, y compris localiser les fichiers et dossiers confidentiels, et administrera et coordonnera divers projets connexes. Elle facilitera la rentabilité et l’efficacité du bureau en faisant preuve d'un bon jugement et en appliquant des techniques de priorisation. Ce poste requiert de solides compétences en relations interpersonnelles, organisationnelles et de gestion du temps.

**Fonctions**:
Les principales capacités comprennent entre autres
- Coordonner le calendrier de la vice-rectrice aux études et les activités connexes, avoir une vue d’ensemble du calendrier et faire preuve d’un bon jugement;
- Coordonner les déplacements de la vice-rectrice aux études et les activités connexes et veiller à ce qu’ils soient bien organisés;
- Apporter de l’aide concernant le budget du bureau (c.à-d., préparer les bons de commande et régler les factures);
- Traiter des renseignements hautement délicats, privilégiés et confidentiels;
- Recevoir la correspondance, l’examiner, indiquer les échéances et traiter les questions prioritaires;
- Posséder d’excellentes compétences en dactylographie et en informatique, ce qui comprend l’utilisation de divers logiciels, y compris Adobe Acrobat Pro, Microsoft Word, Excel, PowerPoint, Gmail et le logiciel Google, Zoom, Datatel et Intranet (LUNET);
- Faire preuve d’initiative et prendre des décisions pour les questions touchant les tâches, fonctions et responsabilités générales de bureau, en prévoyant les questions importantes émergentes et en adoptant des approches pertinentes, et en sachant quand demander des conseils et des lignes directrices;
- Gérer avec exactitude et finesse les échéances changeantes et les délais serrés;
- Assurer la liaison efficace entre les membres de l’Équipe de direction et les adjointes en respectant

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