Executive Assistant to The Associate Vice-president

2 weeks ago

Saskatoon, Canada Saskatchewan Polytechnic Full time

**Competition Number**
- P13629**Posting Title**
- Executive Assistant to the Associate Vice-President International**Classification**
- Band 5**Location**
- Saskatchewan Polytechnic Saskatoon Campus**Other Location(s)**
- Saskatchewan Polytechnic Saskatoon Campus**Building**

**Other Building**

**Date Posted**
- 01/26/2023**Closing Date**
- 02/16/2023**JIQ #**

**Start Date**
- 01/26/2023**End Date**

**Open Until Filled**
- No**Ongoing**
- Yes**Category of work**
- Full Time**Bargaining Unit**
- OOS**Hours of Work**
- OOS (Typically M-F/core hours)**Salary Range**
- $63, 203 - $83,190 annually**Temporary Market Stipend**

**Incumbent**

**Total Assigned days (AC) / Total Hours per biweekly pay**
- 75 hours in a bi-weekly period**Posting Status**
- Open- Saskatchewan Polytechnic considers the diversity of our workforce to be one our leading strengths and greatest assets. Our employee diversity enhances our ability to meet the needs of an increasingly diverse student population. Currently, approximately 20% of our students are Indigenous. A continued emphasis on the development of a representative workforce is one of Sask Polytech’s strategic priorities and, as an organization, we are making significant efforts to attract and retain Indigenous employees.**Job Duties/Qualifications, Skills and Abilities(QSA)**:

- Job Duties**Job Duties**
- The executive assistant is accountable to the associate vice-president, International for providing executive administrative and planning support to all institute-wide functions of the office of the associate vice-president and the international division. This position manages the operational aspects and oversees the general supervision and direction of the office of the associate vice-president, coordinating its activity and interacting with a wide range of internal and external stakeholders. The executive assistant acts as a project manager by deploying resources, leading activities, and realizing the goals of the office of the associate vice-president. In this function the executive assistant coordinates and oversees executive management support for all out-of-scope managers and directors within the division across Saskatchewan Polytechnic.
- The executive assistant has considerable discretionary judgment, manages sensitive and confidential issues and works under pressure in a fast-paced environment as various and ever-changing deadlines are constant. The executive assistant has a highly developed sense of responsibility and ensures work is completed with mínimal direction as the associate vice-president spends a considerable amount of time away from the office.
- QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE**Specific Accountabilities**
- The executive assistant provides administrative support to assist the international division in developing, enhancing, and implementing a wide variety of international services across Saskatchewan Polytechnic.

**1**.
- ** Administrative Management**
- Manage and coordinate the day-to-day operational administration and support for the associate vice-president’s office.
- Provide mentorship and overall leadership to the administrative assistant in International by delegating tasks, encouraging professional development and by supporting a work/life balance.
- Manage the office of the associate vice-president’s frontline contact with various stakeholders, and coordinate calendar scheduling to ensure appropriate time management.
- Summarize the needs of parties requesting time and gather necessary material to ensure the associate vice-president and other senior managers are adequately prepared for meetings.
- Research, draft, review and coordinate reports, proposals, policies, position descriptions, communications and presentations initiated by the associate vice-president directed towards various internal and external stakeholders.
- Manage and coordinate file and electronic information and retention systems for the division.
- Communicate institutional policies and procedures within the division.
- Manage the information flow of notes and materials resulting from meetings and organize these materials, coordinating scheduling of time and appointments to accomplish goals set in meetings.

**2**.
- ** Strategic Project Management**
- Provide administrative direction and implement processes to increase efficiency for all functional areas within International.
- Assist with the collection, integration and dissemination of the Saskatchewan Polytechnic operating and capital budget submissions and related multi-year business plan
- Provide leadership and assistance as needed for various large or complex projects within the division

**3**.
- **Relationship Management**
Internal
- Build and maintain effective relationships among the office of the associate vice-president and the offices of other senior managers to ensure sharing of information.
- Establish and maintain effective interaction and act as a resource to the international

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