Executive Assistant, Office of The Chancellor and
1 month ago
**Position Overview**
The **Office of the Chancellor and Senate** is currently seeking a Full-time, Regular **Executive Assistant**.
The Office of the Chancellor and Senate (OCS) is an integral part of the broader Community Engagement division. Reporting to the Associate Vice President, Community Engagement, OCS is a fast paced team tasked with supporting the Chancellor, Director of the Office of the Chancellor and Secretary to Senate, and UCalgary Senate.
The Executive Assistant is an integral part of the OCS team. The primary purpose of this role is to support the Chancellor in all aspects of their role. The Executive Assistant reports to the Director, Office of the Chancellor and Secretary to Senate, with day-to-day direction from the Director and works collaboratively as part of a small office team who support the University Senate as well as the Chancellor. In addition to supporting the Chancellor and Director the incumbent will be required to take on various administrative, project or committee tasks.
**Position Description**
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Support chancellor in Board of Governors and Board of Governors Executive committee work
- Coordination with strategic communications on all speaking notes and media requests
- Effectively manage and provide support to the Chancellor and the Office ensuring that their day to day activities within the portfolio are completed in a timely, accurate and professional manner to support the effectiveness of the office
- Strategically manage the calendar of the Chancellor, taking into account long term planning and anticipation of key events, along with strategic blocking of time for critical planning activities
- Ensure the Chancellor is well informed regarding itineraries, venue, meeting participants, and work proactively to ensure that all supporting documentation is gathered in advance so that the he/she is well prepared at all times
- Support the management of priorities within the Chancellor's office through anticipation of key events, calendaring and prioritizing deliverables
- Manage the entire compliance and disclosure of expenses process for the Chancellor which includes adherence to strict deadlines and prescribed processes with zero tolerance for errors
- Administrative support around University Honours
- Coordinate meetings, prepare agendas, take notes and follow up on action items on behalf of the Chancellor
- Creation of presentations and documents
- Ensure that the Office of the Chancellor's contact list is current at all times
- Prepare correspondence in a professional articulate manner
- Deal with all communications in a professional and proficient manner at all times
- Support the Director, and Associate Director with the 10+ Senate Committees and working groups as required
- Financial tracking and invoicing
- Honorary Degree from nomination recruitment through to convocation
- OTUCs from nomination recruitment through to convocation
- Manage the day to day administrative operations of the Office of the Chancellor and Senate
- Manage all travel bookings, arrangements and other related activities for the OCS as required and requested
- Maintain and update appropriate contact lists
- Organizes and maintains efficient organization of electronic and hard copy administrative files
**Qualifications / Requirements**:
- Post-secondary education preferably in administration; a combination of education and experience will be considered
- 5-7 years of experience in an administrative position working with a senior level leader/executive
- Strong working knowledge of Microsoft Office (Outlook, Outlook Calendar, Word, PowerPoint and Excel) and have the ability to acquire a high-level understanding of the university business systems
- Previous experience with Microsoft Teams will be considered assets
- Knowledge of PeopleSoft and Marketo is preferred
- Event management or execution experience an asset
- A high degree of personal initiation and ability to take on leadership roles in key initiatives with mínimal supervision
- Exceptional customer service skills with a demonstrated ability to interact professionally with a wide range of internal and external contacts
- Superior organizational skills with the ability to focus on multiple tasks effectively and efficiently with a high attention to detail and accuracy
- Ability to work well under pressure, prioritize and meet deadlines
- Good judgment, tact and diplomacy in dealing with others
- Excellent written and verbal communication skills
- Knowledge of the University environment is considered a strong asset
**Application Deadline**: August 22, 2023
**Additional Information**
This position is classified in the**Operational and Aministrative Support Career Band, Level 3 **of the Management and Professional Staff Career Framework.
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