Assistant to The Secretary-general and General

2 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**: 50000352 / P5825
**Department**: Office of the University Secretariat
**Grade**: GR09
**Campus**: Sir George Williams (Downtown)

**Salary**: $61,914 - $71,797 per annum
**Union/Association/HR Policy**: ACUMAE

**Posting deadline**: February 22, 2023

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

**SCOPE**
Reporting to the Secretary-General and General Counsel, the incumbent provides legal, administrative, and logístical support to the Secretary-General and General Counsel. In addition, the incumbent also performs administrative duties for the Director as well as the Legal Counsels in support of the Secretary-General and General Counsel’s mandates.

**PRIMARY RESPONSIBILITIES**
- Manage the agenda of the Secretary-General and General Counsel as well as the Director and Legal Counsels as required.
- Handle confidential and sensitive incoming correspondence addressed to the Secretary-General and General Counsel, Director and Legal Counsels; bring non-routine matters to the attention of the Secretary-General and General Counsel, the Director or Administrative Coordinator as required.
- Ensure the Secretary-General and General Counsel is properly briefed and prepared for all meetings by creating and maintaining, in consultation with the Director and the Administrative Coordinator.
- Compose and proofread a variety of correspondence and documents (French and English) for the Secretary-General and General Counsel including creation, compilation and analysis of data and information in preparation of external and internal correspondence.
- Perform financial administrative duties for the Office including the preparing, processing and tracking of expense reports, invoices and related budget-related documentation.
- Perform legal administrative duties for the Legal Counsels in support of the Secretary-General and General Counsel’s mandates, when required. This includes preparing, proofreading or formatting drafts of demand letters, waivers, agreements, legal proceedings and contracts in both French and in English to ensure compliance with legal procedures and appropriate grammatical usage.
- Brief the Secretary-General and General Counsel, Director and Administrative Coordinator as required to ensure that appropriate action or follow-up.
- Liaise with internal and external bodies, individuals and groups of which the Secretary-General and General Counsel and the Director are members. Such liaison would include issues of sensitivity and high confidentiality.
- Perform other duties as required by the Secretary-General and General Counsel in support of the unit.

**REQUIREMENTS**
- Diploma of College Studies (3-year technical DEC) in Office Technology or in a field pertinent to the primary responsibilities and four to seven years of relevant experience.
- Very good knowledge (Level 5) of spoken and written English and French in order to write and edit correspondence, provide and interpret detailed information, and deal with complex situations in both official languages.
- Ability to work in Windows environment; good knowledge (Intermediate level) of Word and of Excel; basic knowledge of PowerPoint, Outlook, and electronic mail systems.
- Diligent attention to detail.
- Superior ability to maintain a high degree of professionalism and discretion.
- Excellent organizational skills.
- Ability to exercise the highest degree of discretion and confidentiality.
- Excellent analytical skills.
- Excellent interpersonal skills.
- Self-motivated and able to work autonomously as well as part of a larger team.
- Ability to handle multiple projects effectively.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

**Territorial Acknowledgement**
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing r

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