Executive Assistant to The Vice-president

3 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department VP Research Unit VP Research Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary

Are you ready to be the backbone of our Vice-President’s office, managing a dynamic array of responsibilities with finesse and professionalism? We’re seeking a proactive and detail-oriented individual to provide indispensable administrative support to both our Vice-President and Senior Advisor to the Vice-President (Research) as our next **Executive Assistant**

**What You’ll Do**:

- **Diplomatic Liaison**: Represent the office professionally with internal and external stakeholders, including Government officials, senior University leaders, faculty, staff, alumni, and various constituents.
- **Schedule Management**: Strategically manage the Vice-President’s demanding schedule, ensuring priorities are met while maintaining flexibility in a rapidly changing agenda.
- **Correspondence Mastery**: Review, prioritize, and manage all incoming and outgoing communication, ensuring deadlines are met and content is error-free and confidential.
- **Document Control**: Coordinate activities, meetings, and committees for the Vice-President, ensuring preparation and availability of agendas, briefing notes, speeches, and correspondence.
- **Financial Administration**: Handle administration of multiple funds, including reconciliation, monitoring, reporting, invoice approval, reimbursement claims, and purchasing card reports.
- **Event Coordination**: Manage special events/projects seamlessly and contribute to their success as they arise.
- **Travel Coordination**: Facilitate travel arrangements for the Vice-President, adhering to University policies on travel, accommodations, and expenses.
- **Government Reporting**: Responsible for monthly reporting to the federal government on all university federal lobbying activities.
- **Plus More**:Be ready to take on additional related tasks as assigned - your role is dynamic and essential to our success

**Why Join Us?**
At the University of Regina, we are more than just a campus - we are a community Join our team and enjoy:

- **Meaningful Impact**:Contribute to the growth and success of our academic community.
- **Work-Life Balance**:We value your well-being and know your personal life is most important
- **Dynamic and Inclusive Workplace**:We value diversity and inclusivity. You will be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- **Innovation Culture**:We encourage fresh ideas and innovative thinking.
- **Competitive Compensation**:We offer a competitive compensation package and benefits to reward your talent. A few of these benefits include Health/Dental/Vision Benefits, a flexible spending account, a Defined Contribution Pension Plan, and much more

If you’re ready to take on a challenging and rewarding role where no two days are the same, we want to hear from you Join us in supporting our Vice-President’s office and making a real impact in our university community.

Position Requirements

**What You’ll Bring to the Position**:

- A minimum of 5-7 years of progressively responsible experience in a senior executive administrative position;
- At least 5 years of relevant experience in a post-secondary institution or similar setting is an asset; and
- Office administration diploma/certificate or relevant University degree.

**Skills That Will Ensure Your Success in this Role**:

- Knowledge of University governance, administrative practices, policies and protocol;
- Demonstrated extensive senior-level administrative experience;
- Demonstrated budgetary acumen and careful oversight of funds and budgets;
- Demonstrated performance of high quality and accurate work;
- Demonstrated record of superior organization and time management, with the ability to multi-task, adapt to changing priorities with demanding time frames, and successfully meet all deadlines;
- Superior written and verbal communication skills including careful proofreading;
- Ability to use a high level of discretion and maintain confidentiality;
- Demonstrated ability to cultivate positive working relationships with all levels of internal and external constituencies;
- Demonstrated good judgement and independent initiative; and
- Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

Physical Demands Pay Grade OOS 4 Salary Range $59,938 - $89,905 annually Status Permanent Work Hours

8:15 am - 4:30 pm

Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting

Additional Information

**Contact Information**

**Job Open Date**
- 02/28/2024**Job Close Date**
- 03/06/2024**Open Until Filled**
- No**Special Applicatio

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