Executive Administrative Coordinator for Business School
4 weeks ago
- Administrative Support: Provide comprehensive administrative assistance to the Dean's Office by managing workflow and establishing priorities to fulfill the requirements of the designated area; address daily challenges and handle confidential information.
- Project Coordination: Organize tasks, deadlines, and milestones for all project participants while overseeing and monitoring resources related to assigned projects on a daily basis, including budget tracking in collaboration with the Academic and Administrative Coordinator; report on project progress.
- Secretarial Duties: Execute secretarial functions such as managing incoming communications, prioritizing correspondence, and producing various documents including contracts and agreements.
- Procurement Management: Prepare purchase requisitions as necessary.
- Meeting Coordination: Schedule appointments and organize meetings; gather and prepare background materials; arrange necessary facilities and equipment.
- Human Resources Administration: Prepare and monitor all HR requisitions; collaborate with HR and Finance departments regarding personnel and payroll matters; distribute new hire documentation as required.
- Recruitment Participation: Engage in hiring panels for co-op student positions.
- Staff Orientation: Train and orient new staff members and guide the work of staff and co-op students.
- Meeting Documentation: Prepare and circulate meeting agendas and materials; take minutes and distribute them to relevant stakeholders.
- Communication Management: Ensure and coordinate all internal and external communications for TRU Gaglardi, engaging with various audiences.
- Records Management: Establish and maintain a variety of records and files, including those containing sensitive information.
- Research and Reporting: Conduct research, provide recommendations, and generate reports, statistics, newsletters, and charts; contribute to the development of project policies and procedures.
- Travel and Event Coordination: Arrange travel plans and reservations; manage conference registrations; coordinate special events and activities, including fee collection.
- Liaison Role: Act as a point of contact between TRU Gaglardi faculty and staff and external agencies, clients, and contractors.
- Mail Management: Receive, stamp, sort, and distribute mail; maintain inventory of office supplies.
- Web Development: Contribute to the development and maintenance of TRU Gaglardi web content.
QUALIFICATIONS
Education: Undergraduate degree in a relevant field.
Experience: Minimum of five years of related administrative experience.
Skills and Abilities:
- Proven ability to communicate effectively, both verbally and in writing, to diverse audiences.
- Intermediate to advanced proficiency in MS Office applications (Word, Excel, PowerPoint).
- Ability to perform electronic word processing at a minimum of 60 words per minute.
- Experience with web development and content management systems.
- Capability to interact with staff, students, and external vendors with professionalism and tact.
- Ability to exercise independent judgment and take initiative.
- Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
- Attention to detail in a research-oriented environment.
- Familiarity with operating office equipment such as photocopiers and audio-visual tools.
Working Conditions: Primarily office-based, involving extended periods of sitting at a desk and using a computer.
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