Executive Assistant, Office of The Vice-provost

5 days ago

St Catharines, Canada Brock University Full time

**A Day in the Life **

Reporting to the Vice-Provost, Indigenous Engagement, the Executive Assistant provides a broad range of confidential and executive level administrative support to the Vice-Provost, Indigenous Engagement and Managers in the Indigenous Engagement department and Aboriginal Student Services (AbSS). The Executive Assistant is responsible for providing administrative support to the department’s projects and finance operations.

This Executive Assistant is largely self-directed while managing and evaluating a high volume of inquiries and day to day administrative duties that must be assessed quickly and accurately to support the Indigenous Engagement and Aboriginal Student Services portfolio.

**As the** **Executive Assistant, **you will**:

- Act as the main point of contact for the department and the principle liaison for all contact with the Vice-Provost, exercise initiative and judgment to provide timely assistance in moving all items forward;
- Utilize knowledge of the Vice-Provost’s office and the related operational departments to ensure administrative priorities within the Vice-Provost’s Office are properly executed;
- Provide administrative support for the Vice-Provost’s internal and external activities and committees (i.e. Brock Aboriginal Education Council (AEC), including meeting coordination, meeting agendas, minute-taking, etc).;
- Facilitate the efficient utilization of the Vice-Provost’s time through development and coordination of a complex calendar of appointments, meetings, social engagements and university/community functions with both individuals and groups;
- Arrange all travel and itinerary planning and logistics for the Vice-Provost;
- Develop and manage the Office’s budget and the units reporting into the Vice-Provost, including AbSS in collaboration with the Vice-Provost;
- Maintain financial records, monitor and reconcile budget accounts, research and professional development accounts and follow up on any discrepancies;
- Facilitate and support the annual budget development process through trend/cost analysis and scenario costing;
- Organize, implement and follow up on all logistics, rooms and amenities for meetings, including technical requirements, set-up and provision of meeting materials, preparing agendas and supporting documentations, menus and parking arrangements;
- Compile, format, distribute and/or post meeting notices, agendas, minutes and related correspondence and reports for Committees chaired by the Vice-Provost;
- Collect analyze and assimilate information and necessary data required to assist the Vice-Provost in the development of various reports (i.e. Board Reports, Senate Reports, Committee Reports, etc.) in collaboration with other University staff members;
- Completing hiring and payroll process activities in Workday and manage administrative details related to new employee onboarding and employee offboarding in conjunction with employee supervisor;
- Organize and coordinate departmental event logistics, such as room bookings, catering and technology and parking permits, as required throughout the year;
- Schedule, coordinate and attend departmental meetings, preparing agenda, supporting documentation, take/circulate minutes and providing follow-up action items to appropriate parties;
**What you need to Succeed**
- Post-secondary education in a related field or the equivalent of education and experience;
- 2 to 4 years of experience in an administrative role;
- Knowledge of the administrative functions and various governance structures and operations within the University;
- Proven ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions;
- Solid understanding of budget development, financial record keeping and reporting;
- Excellent written, oral and interpersonal communication skills;
- Strong customer service skills and ability to interact effectively with a diverse population at all levels;
- A heightened level of Indigenous Cultural Competencies and Skill Sets from ‘lived experiences’ or acquired accumulated knowledge from their education paths;
- Proven ability to develop credibility and collegiality with individuals and maintain an ongoing collegial relationship;
- Ability to resolve problems and issues whenever possible, often necessitating investigation, judgment, and institutional memory, and discuss key issues with the Vice-Provost;
- Excellent organizational, problem-solving, prioritization, and detailed, accurate record keeping skills;
- Ability to work under mínimal supervision while utilizing effective time management skills in order to meet deadlines and adapt to changing priorities;
- Skilled in conducting analysis related to budget options / scenarios.

**Preferred or Asset Skills**:

- Lived experience as an Indigenous person;
- Experience working in Indigenous communities.

**Salary **and Benefit** **Information**
- Job Grade

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