Executive Assistant

6 months ago

Oakville, Canada Sheridan College Full time

Reporting to the Vice President, Administrative Services (the "VP"), the Executive Assistant supports the Office of the VP, working closely with the AVPs and their assistants, and is accountable for coordinated management and administrative leadership of procedures and documentation critical to the ongoing communications, operations, policy compliance and strategic objectives of the VP, AVPs, the Division and of Sheridan. As a member of the senior administrative team of the Office of the VP, this position works closely alongside, and provides direct support to the VP and coordinates activities flowing to and from the Office. The incumbent also works closely with the Manager, Operations and Strategic Initiatives (the "Manager") and the other administrative teams across the college in the execution of their responsibility. The Executive Assistant is responsible for the management of the Office's information system to ensure appropriate storage and retrieval of data. They expedite the flow of work through the VP's office and facilitate communications with internal and external stakeholders. The incumbent is the front-line adviser for inquiries to Administrative Services, acting on behalf of the VP and AVPs as appropriate and uses discretion as to when matters should escalate and be addressed by the VP or other senior management staff. The Executive Assistant carries out a number of regular and special projects related to the business of the Office of the Vice President and the Division (e.g. project management, presentation support, research and information analysis).

What You’ll be Doing

Providing confidential administrative assistance to the VP and AVPs and represents the VP and AVPs in administrative transactions;
Providing administrative support and logistics, documentation, preparation and follow up for internal and external audiences;
Developing, implementing, and monitoring administrative procedures to ensure the efficient operation of the Office of the Vice President, Administrative Services;
Contributing to the communication efforts of the Office of the VP by responding to issues, developing and maintaining a web presence for the Office, liaising with a variety of clients and staff at various levels across Sheridan on behalf of the VP to achieve Division goals and strategic planning objectives, and tracking client concerns, following up to ensure appropriate actions have been taken;
Organizing, preparing and ensuring integrity of reports, presentations, proposals, contracts and other materials for internal and external audiences;
Initiating and undertaking special assignments by researching and analyzing data, collecting and assembling relevant data;
Managing project administration and workflow;
Implementing procedures and processes for document preparation, records management of agreements, contracts, policies that are compliant with legislative requirements;
Participating in the development and monitoring of the operating and capital budgets;
Assigning and monitoring work of occasional temporary or coop staff;
Assisting with HR transactional activity;
Managing the administrative components relating to special events, or activities of the department;
Performing other related initiatives and activities, as required.

About You

You have the skills and knowledge to work with an increasingly diverse student and staff population as well as a proven commitment to anti-oppression, equity, and inclusion.

You have a highly collaborative spirit which, combined with your keen communication and interpersonal skills, empowers you to build positive relationships and lead others while maintaining a positive organizational culture.

You are able to calmly balance many different tasks and have the ability to integrate multiple streams of information, prioritize and track multiple projects to meet a demanding workload with changing or conflicting priorities.

You have a high level of professionalism, discretion, diplomacy and tact and exercise considerable discretion and judgement when handling confidential matters.

You have an effective and analytical approach to problem solving and conflict resolution.

With your continuous improvement mindset, self-direction, flexibility and resourcefulness, you effectively establish priorities and work independently with mínimal supervision.

3-year diploma/degree in Office Administration, Business Management or related field

5 years of progressive experience as an administrative assistant providing senior level administrative support, preferably in a post-secondary environment (equivalency will be considered)

Experience with report writing, minute taking, correspondence and presentations

Experience developing e-newsletters, web materials, surveys

Research skills via web and other resources (e.g. government documents, databases and e-resources)

Experience administering departmental budgets; Financial acumen will be considered an asset

Training or courses in MS Office

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