Executive Assistant

6 months ago

Kingston, Canada Queen's University Full time

Executive Assistant

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us

Job Summary

Reporting to the Executive Director, Athletics & Recreation, the Executive Assistant is responsible for providing senior level support to the Executive Director, Athletics and Recreation and Director, Operations and Service Delivery. Due to the complexity of managing the Directors’ time and priorities, as well as coordinating the administrative function and internal/external relations of the Directors, the incumbent is required to demonstrate effective judgment and efficiency while maintaining an exceptional level of accuracy and ability to navigate issues of confidentiality with a high level of professionalism.

The EA incumbent will work collaboratively across the department, with internal and external partners and advisory committees and is expected to assist with the organization of department wide events and/or training that involves all staff. The incumbent monitors multiple projects and initiatives and initiates the preparation of high-level executive briefs, reports, and presentations for various department committees. Specific duties may vary depending upon the particular initiative undertaken by the department.

This position requires extensive collaboration and contact with a broad range of constituents including coaches, athletes, alumni, all Athletics and Recreation (A&R) personnel, as well as campus and community partners. The incumbent also liaises with professional staff from other universities and the OUA and U SPORTS league offices.

Note: Flexible work hours, including evenings and weekends according to program or area needs are required.

**Job Description**:

Oversees and organizes itineraries for the ED’s external travel. Directs and plans the ED’s schedule and meeting schedules, determining relative priorities to ensure urgent/sensitive matters receive immediate attention. Plans recurring meetings with other Senior Administration areas and prepares/distributes relevant materials (e.g. drafts agendas, prepares briefing notes, conducts morning briefings, produces minutes, prepares speaking notes and presentations).
- Coordinates and tracks the delegation of responsibility for A&R initiatives and commitments across the executive and management teams, identifying shifting priorities and incorporating into departmental planning as required.
- Supports the successful operation of the Director’s office by working closely with other administrative staff to meet the needs of the A&R. Serves as an initial point of contact for the Directors, and coordinates required action or response as appropriate.
- Responsible for the development, execution and monitoring of the ED’s office budget in accordance with the policies and procedures of the department and University.
- Responds to enquiries on behalf of the ED internally and externally with limited direction, only referring more complex issues to the ED. Composes original correspondence for the ED’s signature on a wide spectrum of matters, often involving sensitive and confidential correspondence.
- Assists with the coordination and support of special initiatives related to the department’s key and focused activities. May be required to conduct research, analyze information, and develop preliminary communication ensuring accuracy and effective information sharing. Develops and maintains a knowledge repository for multiple ongoing initiatives and assists with the coordination of work from senior management leaders to complete reports and the deliverables designated by the Executive Director.
- Works collaboratively with the Department’s staff and committees, leads communication within the department, and is responsible for maintaining communication with other departments, outside organizations, and internally to the department (e.g. department intranet) Assumes responsibility for evaluating and directing incoming communications, handling personally, or deferring more complex issues to the Directors.
- Participates in planning meetings as required preparing agenda items/documentation, preparing confidential correspondence, taking minutes, and distributing information prior to meetings taking place, and after meetings have commenced.
- Administers and prepares department annual reports, maintains annual calendars and records, updates and maintains policy and procedures and ensures compliance. Through attendance at meetings, highlight situations that have implications to policy or require changes to existing policy, bring these changes to the attention of the respective

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