Administrative Assistant

1 month ago

London, Canada Western University Full time

**About Western**:
Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

**About Us**:
Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lunaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

**Responsibilities**:
The Administrative Assistant provides senior level administrative support to the Associate Dean, Faculty Development, Associate Dean, Research, and Associate Dean, Programs. The incumbent is responsible to manage the Associate Dean’s calendars through the ability to prioritize and schedule appointments and to independently determine importance of requested meetings and coordinate complex schedules.

This position plays a crucial role in the coordination and management of Faculty Council and Department Head Area Group Coordinator meetings, including preparation of agenda, circulation of meeting materials, recording formal minutes of the meeting and following up on action items.

In addition, the incumbent plays a key role in supporting and managing special projects that fall under the portfolios of the Associate Dean Programs, Associate Dean Faculty Development, and Associate Dean Research.

The incumbent will operate as the first point of contact for the Office of the Dean, answering and directing inquiries in person and on the phone. The incumbent must present a professional image by interacting knowledgeably and courteously with the many people including senior administrators, faculty, staff, students and community members who come into contact with the Office of the Dean. Knowledge of Ivey’s policies, procedures and departments is critical in this role. This also means the incumbent must be able to handle a very dynamic working environment and yet concentrate on detailed work. The incumbent will also take the initiative to help ensure that deadlines and schedules are met; participate in the coordination of mass mailings; order courier services; monitor and order office supplies and catering services; and perform other duties as required pertaining to the maintenance and operation of the Office.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality.
- Qualifications

**Education**:

- 3 year community college diploma

Skills, Abilities & Expertise:

- Ability to work with highly confidential information; demonstrated sensitivity in dealing with faculty members, staff and students;
- Exceptional organizational skills and the ability to manage activities both for self and others effectively
- Proven ability to process information with high levels of accuracy while meeting tight deadlines;
- Strong record of teamwork with the motivation and ability to work independently with little supervision and achieve results
- A proven ability to problem-solve and make sound decisions independently;
- Experience in project or event management;
- Excellent verbal and written communication skills and confidence dealing with all levels of an organization
- Knowledge of the administrative procedures of the University and the Ivey Business School
- Ability to respond to internal and external clients with diplomacy and professionalism;
- Maturity and professional in presentation and demeanor;
- Demonstrated career interest in working in this position;
- Intermediate to advanced computer skills in Microsoft Office Suite (Word, Excel and Outlook) and ability and willingness to stay abreast of technological developments

**Why Western?**:
Consideration of applicants will include an assessment of previous performance, experience, and qualifications. Applicants should have oral communication skills in English.

**Western Values Diversity**:
Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.

**Please Note**:
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

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