Executive Assistant, Office of The President

6 months ago

Thunder Bay, Canada Northern Ontario School of Medicine Full time

The Executive Assistant works in a complex environment and provides confidential and high-level administrative support for the Office of the President and Vice Chancellor as required on the West Campus, the Clinical Relations and Physician Workforce Strategy Portfolios.

The Executive Assistant provides high quality administrative, logístical, and strategic support to the above-mentioned portfolios ensuring their effective operation which includes extensive internal/external relationship management and organizational oversight. While adhering to the highest standards of professionalism, confidentiality, and collaboration the Executive Assistant manages all aspects of the portfolios. The Executive Assistant also collaborates on major project activities with the other units at NOSM University.

The incumbent works under the direction of the Director, Office of the President and is expected to work independently with mínimal supervision, while ensuring the portfolio successfully navigates through a multitude of functions and responsibilities.

The incumbent will be a member of the Executive Assistants Group.

**Responsibilities**:
Tasks may include but are not limited to the following:

- Serves as the West Campus’s primary Executive Assistant the President and Vice Chancellor and other above-mentioned portfolios.
- Working with the Unit/Portfolio, coordinates the records management function of the Office ensuring all files are current, organized, and accessible as required.
- Assists in the editing, preparation and fact-checking of all submissions, reports, and correspondence both from and into the Office.
- Provides administrative support for committees and groups as required. Includes preparing agendas, assembling background materials, attending meetings, taking minutes, and coordinating the follow-up actions.
- Monitors the budget and holds limited delegated signing authority. Maintains financial records applicable to the office, tracks expenses against the financial budget and reconciles expense reimbursements. Estimates the need for and ensures supplies and equipment are requisitioned. Reviews reimbursement requests from the direct reports and advises of any protocol/policy discrepancies.
- Maintaining records and knowledge of progress in all projects under way and facilitating communications between the Portfolios, the President’s Office and others involved in the projects’ execution.
- Arranging meetings and coordinating the calendar by using a multifaceted approach to identify availability among members. Proactively arranging time to ensure priorities are addressed. Scheduling and setting meetings in outlook using Zoom and other online platforms.
- Organizes events including meetings, conferences, travel etc. Prepares all required materials including agendas, meeting details, and travel itineraries and documents.
- Providing support and direction to special projects, requiring knowledge of University affairs, Health and Safety, Indigenous and Francophone affairs, and issues of equity. Monitoring the political landscape vis a vis University communications, social media, and relevant current events, in order to provide context to the Unit as required.
- Working with campus stakeholders to ensure a welcoming, accommodating image to visitors of the University (Lakehead Campus) and working with the Office of the President’s team to coordinate initiatives.
- Effective document management and maintenance especially on files involving highly sensitive materials like financial documents, complaints, discipline reports or HR related matters.
- Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of NOSM U, its policies, and procedures. Determines the appropriate course of action and follows through to resolution. Alerts matters which demand attention or redirects matters to the appropriate personnel for action.
- Working with others in the Unit/Portfolio, responsible for the effective management of multiple calendars
- Performs other duties as assigned.

**Qualifications**:
**Education**:

- An undergraduate degree (business, commerce, administration) from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.
- Advanced courses in finance and communications an asset.

**Knowledge, Skills and Abilities**:

- Minimum five (5) years’ experience in administrative roles at a senior level is required.
- Project or event management experience is an asset.
- Experience working in a post-secondary environment is an asset
- Demonstrated experience providing administrative support to senior management
- Exceptional research and note-taking skills
- Excellent computer skills with proficiency in all MS Office Suite products
- Detailed experience in complex time management with comprehensive exposure to confidential material handling, archiving and disposal.
- Budgetary

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