Executive Assistant

1 month ago

Toronto, Canada Victoria University Full time

Job Opportunity - Office of the President

**Posting Date**: February 24, 2023

**Closing Date**: March 10, 2023

**Position Title**: Executive Assistant

**Department**: Office of the President

**Pay Scale Group**: C3

**Annualized Salary**: $61,545.07 - $82,561.17

**Type of Appointment**: Full-time Continuing

**Normal Work Schedule**: Regular Office Hours (M-F: 9am - 5pm); hybrid remote/in-office; some overtime may be required depending on operational needs. May occasionally be required to attend evening and/or weekend functions.

**Position Summary**:
The Executive Assistant reports to the Director, Office of the President and is also directly accountable to the President of Victoria University. This key position in the Office of the President is often the first point of contact for the office, and works with mínimal direction in a complex environment. The Executive Assistant supports the President in all areas of the President’s involvement university-wide, operating with a high-level of service orientation and confidentiality in providing executive level administrative assistance to the Office of the President.

**Responsibilities**:
As support for both the President and Director, Office of the President you will primarily spend your time providing direct operational support to the President with executive administrative duties such as: arranging and maintaining calendar appointments, maintaining relationship map information, managing information flow and assisting with all stages of special projects that are of importance to the Office of the President. In this capacity you will operate as the face of the Office of the President as the first point of contact for most interactions from both internal and external contacts who interface with the President and the Director.

Beyond the core administrative operations support for the President and Director, time in the position will be allocated towards supporting and coordinating various meetings, review and search committee efforts, communications, events, office administration and general inquiry handling for the Office of the President.

These areas of support will involve coordinating logistics between a wide variety of university departments including, as necessary, external vendors or consultants, minute taking during meetings, gathering, providing and disseminating complex information, producing written and visual communications content, monitoring and responding to communications in a variety of forms, sitting on and actively participating in the achievement of objectives for various university committees and assisting in all aspects of event planning and execution.

Managing action items, you will assist the President and Director, Office of the President, in staying focused on deliverables and deadlines as well as coordinating the preparation of materials for all meetings including room logistics, catering, agendas, and any technology needed.

You will hold a position of significant trust and responsibility while maintaining the highest level of professionalism and confidentiality

Education and Skills
- 5 - 10 years of related experience working in a complex office environment, preferably within a university setting where you directly supported executive level administration for more than one member of an executive team
- A university degree in a relevant field of study is preferred, though significant related experience may be considered
- Extensive experience using MS Office Programs (Outlook, Word, Excel, PowerPoint, Access), as well as Internet search tools, scheduling software and remote working technology, i.e. MS Teams
- Experience drafting, reviewing, editing and managing correspondence and documentation in a fast paced office setting
- Understanding of and experience with web content development and editing various forms of communications
- Excellent organizational and time management skills with a keen attention to detail
- Superior written and verbal communication skills, including good keyboarding skills
- Exceptional ability to manage competing priorities and demonstrated ability to utilize discretion and tact/diplomacy in dealing with detailed, sensitive and confidential personnel, budgetary, complaint and/or conflict matters
- Experience conducting and analyzing research to prepare reports, memorandums, briefing notes and support materials for executives and/or senior management.
- Flexibility, sound judgment and analytical reasoning skills

To Apply

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.

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