Executive Assistant, Office of The President
5 months ago
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
-
Executive Vice President of Operations
2 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced Senior Vice President to join our team at The MEARIE Group. As a key member of our senior executive team, you will provide leadership and assist the President & CEO in achieving corporate goals and objectives.The Senior Vice President will work closely with Vice Presidents, Regional...
-
Executive Vice President of Operations
3 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Executive Vice President of OperationsWe are seeking an experienced Executive Vice President of Operations to join our team at The MEARIE Group. As a key member of our senior leadership team, you will be responsible for overseeing the day-to-day operations of our organization, ensuring that all business functions are efficient and effective.Key...
-
Executive Assistant, Administration and Operational
5 months ago
Thunder Bay, Canada Northern Ontario School of Medicine Full timeThe Executive Assistant works in a complex environment and provides confidential and high-level administrative support to the Associate Vice President, Finance and Administration (AVFPA) and as needed, to the Senior Management Group within Administration and Operational Support Portfolio (AMG-AP). The Executive Assistant provides high quality...
-
President & Chief Executive Officer (CEO) / Synergy
5 months ago
Thunder Bay, Canada The MEARIE Group Full time**President & Chief Executive Officer (CEO)** Synergy North is a municipally-owned local power distribution company serving the communities of Kenora and Thunder Bay Ontario. Distributing electricity to approximately 50,0000 residential and 6,000 commercial customers in the region, Synergy North is the local, front-line customer service face of the...
-
Executive Vice President of Operations
3 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Executive Vice President of OperationsThe MEARIE Group is seeking an experienced Executive Vice President of Operations to join our team. As a key member of our senior leadership team, you will be responsible for driving operational excellence and financial performance across our organization.Key Responsibilities:Develop and implement operational...
-
Executive Assistant
5 months ago
Thunder Bay, Canada Oshki-Pimache-O-Win: The Wenjack Education Institute Full time**OSHKI-PIMACHE-O-WIN: THE WENJACK EDUCATION INSTITUTE** **Position Title: Executive Assistant** **Hours of work Monday to Friday (35 hours per week)** **Location: Centennial Square** **Reports to: Vice President** **Appointment: Full Time** **Salary: $45,000** **WHO WE ARE**: OSHKI-WENJACK’s mission is to achieve excellence as a leader in the innovative...
-
Executive Assistant
5 months ago
Thunder Bay, Canada Dougall Media Full timeDougall Media, Thunder Bay's only locally owned broadcast/multimedia company, has an exciting opening as an Executive Assistant in our Administration team. We are looking for an Executive Assistant who will be in charge of keeping our Directors team and the company President, well organized and supported. Training will be provided, however, it is expected...
-
Executive Assistant
5 months ago
Thunder Bay, Canada Oshki-Pimache-O-Win: The Wenjack Education Institute Full time**WHO WE ARE**: Oshki - Wenjack’s mission is to achieve excellence as a leader in the innovative design and delivery of quality post-secondary and training programs which meet the wholistic educational needs of Nishnawbe Aski Nation and other learners in a safe, inclusive, supportive, and culturally enriched learning environment. **VISION...
-
Senior Vice President of Operations
2 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced Senior Vice President to join our team at The MEARIE Group. The successful candidate will be responsible for leading our operations and driving business growth.Key Responsibilities:Develop and implement operational strategies to align with our business objectives and growth plans.Oversee...
-
Senior Vice President of Operations
1 month ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced and skilled Senior Vice President to join our team at The MEARIE Group. As a key member of our leadership team, you will be responsible for overseeing the operations of our water and wastewater services division.Key Responsibilities:Develop and implement operational strategies that align...
-
Senior Vice President of Operations
1 month ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced and skilled Senior Vice President to join our team at The MEARIE Group. As a key member of our leadership team, you will be responsible for overseeing the operations of our water and wastewater services division.Key Responsibilities:Develop and implement operational strategies that align...
-
Executive Coordinator
5 months ago
Thunder Bay, Canada Thunder Bay Regional Health Sciences Foundation Full timePurpose of the position: Scope The Executive Coordinator reports directly to the President & CEO. **Responsibilities**: The Executive Coordinator supports the President & CEO and seeks to manage the governing policies and procedures of the Foundation. The responsibilities of the Executive Coordinator include but are not limited to: - Supports the President...
-
Senior Vice President
1 month ago
Thunder Bay, Canada The MEARIE Group Full timeSenior Vice PresidentSartor and Associates has been retained by Northern Waterworks Incorporated (NWI), a utility company with a focus on safety, community, environmental responsibility, and customer satisfaction, to recruit a Senior Vice President. The position is a critical leadership role in the company and reports directly to the NWI President & Chief...
-
Senior Vice President of Operations
4 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced and skilled Senior Vice President to join our team at The MEARIE Group. As a key member of our leadership team, you will be responsible for driving operational excellence and financial performance in a complex, high-growth environment.Key Responsibilities:Develop and implement operational...
-
Senior Vice President of Operations
4 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced and skilled Senior Vice President to join our team at The MEARIE Group. As a key member of our leadership team, you will be responsible for driving operational excellence and financial performance in a complex, high-growth environment.Key Responsibilities:Develop and implement operational...
-
Senior Vice President of Operations
4 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced and skilled Senior Vice President to join our team at The MEARIE Group. As a key member of our leadership team, you will be responsible for driving operational excellence and financial performance in a complex, high-growth environment.Key Responsibilities:Develop and implement operational...
-
Senior Vice President of Operations
4 weeks ago
Thunder Bay, Ontario, Canada The MEARIE Group Full timeJob Title: Senior Vice PresidentWe are seeking a highly experienced and skilled Senior Vice President to join our team at The MEARIE Group. As a key member of our leadership team, you will be responsible for driving operational excellence and financial performance in a complex, high-growth environment.Key Responsibilities:Develop and implement operational...
-
Executive Assistant to Vp Clinical/cne
2 months ago
Thunder Bay, Canada St Joseph's Care Group Full time**Bargaining Unit: NON-UNION** **Status: Full Time** **Department: Administration** **Site: St. Joseph's Hospital** **Shifts: Days** **Annual Salary: $56,971 - $71,219** Reporting to the Executive Coordinator, the Executive Assistant is responsible for the provision of a senior level of confidential administrative and secretarial services to the Vice...
-
Executive Assistant Ft
5 months ago
Thunder Bay, Canada St Joseph's Care Group Full time**Bargaining Unit: NON-UNION** **Status: Full Time** **Department: Administration** **Site: St. Joseph's Hospital** **Shifts: Days (may include occasional weekend/evening work)** **Annual Salary: $52,665 - $65,837** Reporting to the Executive Coordinator, the Executive Assistant provides a senior level of confidential administrative and secretarial...
-
Executive Assistant Ft
5 months ago
Thunder Bay, Canada St Joseph's Care Group Full time**Bargaining Unit: NON-UNION** **Status: Full Time** **Department: Administration** **Site: St. Joseph's Hospital** **Shifts: Days (may include occasional weekend/evening work)** Annual Salary: $52,665 - $65,837 Reporting to the Executive Coordinator, the Executive Assistant provides a senior level of confidential administrative and secretarial support...