Executive Assistant

5 months ago

Guelph, Canada University of Guelph Full time

**Department**: Office of the AVP Advancement
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

Reporting to the Associate Vice-President (Alumni Advancement), the Executive Assistant plays an integral role in supporting the administrative and fundraising efficiency of Associate Vice-President (AVP)’s office. The Executive Assistant is responsible to enhance and expand the alumni donor base of the University by supporting personal meetings between senior-level donors and prospective donors for the AVP, the Directors Major & Principal Gift Advancement as well as other senior university executive members, board members and executive-level volunteer leaders. They are personally accountable for the management of the advancement activities of the AVP and the Associate Director, Alumni Advancement (AD).

A major responsibility of the incumbent is to appropriately position the AVP (and up to two additional senior roles) to pursue the business of the Office and for the activities of any particular day. This involves being cognizant of the priorities and mandate of the AVP. The incumbent assumes an "institutional history" role in preparing the AVP and Directors. To be successful, the incumbent must be able to make decisions and act with executive authority when necessary.

Working with other senior staff and AA&D, the incumbent ensures the advancement activities of the AVP and Directors proceed in a coordinated, integrated and efficient manner. This requires excellent working relationships and communications with colleagues, alumni and donors, knowledge of the strategic directions of the university, ability to recognize opportunities for collaboration & coordination. The incumbent develops and implements plans of action to make contacts, placing the AVP and Directors in optimal positions for securing support for the University. When appropriate, the incumbent also plans, coordinates and executes special events to the highest professional standards.

The Executive Assistant is responsible for reading and analyzing large volumes of material directed to the AVP’s office, determines and implements an appropriate course of action which often requires initiating a response on behalf of the AVP; assessing situations quickly, recognizing their significance and responding appropriately, ensuring the highest level of confidentiality, tact and diplomacy.

**Requirements of the position include**:

- 2 year community college combined with a minimum of 27 months’ related experience providing support at the executive level, or an equivalent combination of education and experience
- Experience in securing meetings with executive-level professionals, including Presidents and CEOs
- Superior analytical, strategic-thinking, adaptability, communication and relationship-building skills as well as professionalism, discretion, sound judgment, tact and diplomacy, exceptional customer service skills and an entrepreneurial mindset
- Extraordinary attention to detail and will have the confidence and authority to work in a complex and demanding environment, coordinating the affairs of executives at the highest level
- Collaborative and proactive approach to the work is essential - the incumbent is committed to the highest standards of professionalism and excellence
- Ability to work effectively both independently and as part of a team and is highly competent with standard office software
- Ability to respect and maintain confidentiality.

Some evening and weekend work is required, as well as possible travel in support of certain activities.

NOTE: The University has adopted a policy relative to flexible work arrangements. This appointment is regularly performed on campus but is eligible for a flexible work arrangement under the terms of this policy

Employee Type: Regular
Position Number: 10391013
Classification: OSSTF/TARA, District 35 Salary: Band 5
OSSTF/TARA Wage Grid

Posting Date: 08/21/2024
Close Date: 09/04/2024

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