Assistant to Vp Ext Rel

2 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Position Summary:
Work directly with the Vice-Principal, Communications and External Relations (CER) to administer logístical matters, particularly with respect to the Vice-Principal’s meetings and correspondence with internal and external stakeholders including university colleagues, senior government officials, corporate and NGO partners, diplomats, representatives of international organizations, senior colleagues at other universities, etc.

Primary Responsibilities:

- Liaise with contacts in the offices of other senior university leaders, government officials, external partners, etc.
- Anticipate and deliver support (schedule, logístical arrangements, travel, etc.) to allow the VP to optimally advance McGill’s communications and external relations portfolios.
- Plan schedules with a view to prioritizing events and meetings, reschedule and defer meetings as required, refer requests and inquiries to other offices for prompt attention and ensure follow-up, and generally help ensure that the VP’s time is well-managed.
- Collaborate in the organization of luncheons, receptions and other events.
- Understand the multiple issues and files involving the VP and senior colleagues, and make time-sensitive, proactive judgments about how these may be advanced within a demanding schedule.
- Work closely with the CER team and other McGill offices to gather and synthesize information for the VP, and prepare briefings and backgrounders for the VP’s review.
- Through continuous contact with other McGill offices (e.g. those of the Principal, Provost, Deans, Executives, etc.) and CER colleagues, efficiently manage the flow of information to the VP and ensure that items requiring the Vice-Principal’s timely attention are rapidly addressed.
- Follow up on action items stemming from meetings and other events.
- Draft/review correspondence, briefing notes, project reports and other documents as requested by the VP.
- Process financial payments and expense reports in accordance with McGill policies and procedures.
- Undertake additional related tasks/projects at the VP’s request.
- On occasion and as needed/appropriate, act as back-up for the Administrative Assistant in the Office of the Vice-Principal.

Other Qualifying Skills and/or Abilities
- Excellent English and French, written and spoken
- Exceptional time management and organizational skills
- Collegiality, professionalism and tact
- Proven judgment and discretion
- Demonstrated ability to manage concurrent priorities and competing deadlines
- Significant experience using Microsoft Office/365
- Strong professional writing ability
- Excellent attention to detail
- Sound understanding of diplomatic protocols
- Experience in a university, government and/or international setting a major asset.
- “Knowledge of French and English._
- McGill University is an English-language university where day to day duties may require English_
- communication both verbally and in writing.”_
- Minimum Education and Experience:

- DEC III 3 Years Related Experience /
Annual Salary:

(MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Vice-Principal (Communications & External Relations)
Position End Date (If applicable):

Deadline to Apply:

- 2023-04-13
- ._

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