Executive Assistant

2 weeks ago

Regina, Canada University of Regina Full time

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

Reporting to the Chief Governance Officer, the
**Executive Assistant (University Secretary and Board of Governors)** is responsible for the provision of senior level administrative support that contributes to the effective and efficient operations of the Governance office, the University’s Board of Governors and its committees. This position works independently and initiates work related to its area of responsibility. As well, the position contributes to the administrative and operational success of the office through the provision of confidential and executive-level support activities.

This position manages a high volume of work in a fast-paced environment, characterized by continuous change, shifting priorities and frequent interruptions where competing deadlines and multi-tasking is the norm.

Main responsibilities include, but are not limited to:

- Perform executive level administrative duties for the Chief Governance Officer, including reception duties, calendar management and day-to-day administrative support;
- Support the Board of Governors in carrying out its responsibility for oversight of the administrative and business affairs of the University;
- Act as the official record keeper for the Board of Governors and their related committees;
- Distribute calls for agenda items, create and compile agendas, record and transcribe minutes and prepare reports for the Board of Governors, and their related committees and coordinate the follow up on all business matters arising from the meetings;
- Plan and prepare Board orientation sessions for new members;
- Interact with the Board and its respective committees on a regular basis and act as a support on process and administrative matters;
- Compile changes to Board Bylaws for periodic review by the Board and eventual publication;
- Manage content and ensure accuracy of the Governance website as related to Board governance;
- Provide administrative support related to academic misconduct investigations, supporting the Administrator (Academic Governance) in carrying out these duties;
- Respond to student inquiries and arrange meetings with the Administrator (Academic Governance) or the Chief Governance Officer;
- Assist with maintenance of the database/documents related to student misconduct, and respond to inquiries by Investigating Deans regarding misconduct history;
- Monitor expenditures and reporting variances against budgets;
- Schedule meetings, book travel arrangements, maintain office supplies and equipment, book facilities, and plan events for the Board and Governance team;
- Manage assigned projects, establishing best practices and maintaining collaborative relationships; and
- Secondary support to other roles in the Governance office and the President’s Office, as required.

Position Requirements
- A post-secondary degree in a related discipline, with a minimum of 5 years of governance experience, or an equivalent combination of development and successful performance within a governance role;
- Executive-level administrative and project/event management experience is required;
- The ability to effectively handle sensitive and confidential information is required;
- Demonstrated outstanding organizational, analytical, communication and diplomacy skills are essential;
- Ability to make decisions and exercise independent judgement, seeking guidance or consultation as required;
- Attention to detail is key, accompanied by an ability to see and understand larger strategic contexts;
- A comprehensive knowledge of the University (governance, structure, culture) is an asset;
- Enthusiasm to develop and strengthen relationships within the University stakeholder network;
- Experience in administration of Board portal/software systems is preferred.

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

8:15 a.m. to 4:30 p.m.

At times, there will be extended hours of work due to coordination of Board events.

Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting Not Targeted

Additional Information

**Contact Information**

**Job Open Date**
- 08/15/2023**Job Close Date**
- 08/28/2023**Open Until Filled**

**Special Application Instructions**
- Applicants must submit a cover letter and an updated resume that clearly states how they meet the posted qualifications.**Diversity Statement**Competition Number**
- 20230621A/S

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