Executive Assistant to The Dean

1 week ago

Kingston, Canada Queen's University Full time

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.
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Job Summary
Reporting to the Dean, Smith School of Business (Smith), the Executive Assistant (EA) provides executive support to the Dean, which includes the organization and management of the Dean’s calendar and travel, coordination of communications on behalf of the Dean and support with the overall execution of projects that are led from the Dean’s office.

This is a highly visible and responsible position with significant overall impact on the effectiveness and reputation of the Office of the Dean. Due to the intricacy of managing the Dean’s time and priorities in a demanding and multifaceted office, the incumbent must function with an exceptional level of professionalism, confidentiality, accuracy, effective judgement and efficiency. The incumbent frequently interacts with university senior administrators, faculty, staff, students, and alumni to facilitate an appropriate flow of information on numerous complex and sensitive issues between the Office of the Dean and internal and external stakeholders.
**Job Description**:
**KEY RESPONSIBILITIES**:

- Briefs the Dean on upcoming commitments; directs, plan and supports the schedule for the Dean to maximize the use of their time during an extended workday.
- On behalf of the Dean, triage issues that arise to determine action requirements. Liaise with appropriate team members to ensure timely follow-up and resolution.
- Prepares meeting materials, briefing notes, itineraries, speaking notes, travel and accommodation arrangements, etc. to ensure that the Dean is prepared for scheduled commitments; ensures follow up required by the Dean is tracked, delegated and completed.
- Drafts correspondence and documents for the Dean, ensuring that all correspondence is dealt with according to sensitive and confidential protocols, is prepared and distributed in a timely manner, and proofread and edited appropriately.
- Support the Dean’s office with communications for the internal Smith community and specific external stakeholders
- Where required, work with the Dean’s office to prepare, coordinate, and review, reports, presentations, speeches, speaking notes and other communications for the Dean
- Maintains an effective system to bring forward documents, reports and other annual deliverables timely manner, including review by other senior stakeholders.
- Liaises with and facilitate effective communications between the Office of the Dean and all Smith stakeholders.
- Leads special projects as assigned; this may include research, coordination of appropriate involvement of key stakeholders, preparation of background materials and briefing notes for special projects.
- Supports special committees as required by drafting communications, acting as a main contact and first line of support to committee members and coordinating all subsequent action items to keep substantive projects on track.
- Performs office management duties and participate in administrative planning and development of procedures or policies.
- Plans, initiates, and oversees the development of projects ensuring project goals are clearly defined and objectives are met with within set timelines.
- Identifies opportunities for business process improvements. Develops long-range plans, determines and assigns priorities to meet objectives.

**REQUIRED QUALIFICATIONS**:

- A University degree combined with several years of relevant experience in a senior administrative role, providing executive support to senior leadership positions
- Strong knowledge of senior level office practices and the ability to anticipate the needs of senior management and respond appropriately as required.
- Familiarity with a broad range of the University’s policies, procedures, regulations is considered an asset.
- Consideration may be given to equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Excellent organizational and planning skills with the ability to implement complex projects and coordinate multiple initiatives effectively, ensuring deadlines are met by various stakeholders.
- Well-developed written and verbal communication skills to build collaborative relationships and work effectively with a diverse group of people, both internal and external to the University. Strong interpersonal skills to interact professionally and effectively with all levels within the University.
- Must demonstrate independent initiative, excellent judgement, and the ability to prioritize work in a highly complex and fast-paced environment with mínimal supervision.
- Ability to effecti

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