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Executive Assistant to the Associate Vice-President
2 months ago
Executive Assistant to the Associate Vice-President
Job Summary:We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to the Associate Vice-President Professional and Executive Education, and Valorisation du français. The successful candidate will be responsible for managing the AVP's schedule, coordinating appointments, meetings, and projects, as well as providing administrative support to the Senior Leadership Team.
Key Responsibilities:- Manage and determine priorities related to the schedule of the Associate Vice-President Professional and Executive Education, and Valorisation du français, using scheduling tools.
- Identify appropriate course of action with respect to scheduling and coordinating appointments, meetings, projects critical paths.
- Work closely and provide support to the Senior Leadership Team as instructed, ensuring senior directors are aligned in all ways and that Concordia Lifelong Learning goals and objectives are met and that operations run efficiently.
- Manage and update the portfolio of the Associate Vice-President Professional and Executive Education, and Valorisation du français using the project management tool provided to streamline workflow.
- Help to implement administrative standards and processes across the AVP's Office.
- Coordinate executive communications, including answering calls, responding to emails, and interfacing with clients.
- Manage communication between the Senior leadership team and employees, liaising with internal and external executives for various projects and tasks to influence people to provide required information in a timely manner.
- Prepare digital files for the Associate Vice-President for Professional and Executive Education, and Valorisation du français, including compilation of information in preparation of active external and internal dossiers.
- Maintain an organized filing system for proper document, project and digital file management including confidential files.
- Assist in coordinating and providing administrative support and customer service for development projects and provides logistical support for special events, VIP visitors, seminars, customized trainings, and contribute to the support service Centre for the regular programs.
- Brief the members of the Office of the Associate Vice-President Professional and Executive Education, and Valorisation du français on issues requiring their attention.
- Support and assist the members of the Office of the AVP for Professional and Executive Education, and Valorisation du français in the coordination of administrative lifelong learning activities.
- Act as secretary for the Office of the Associate Vice-President Professional and Executive Education, and Valorisation du français committees by preparing all documentation, taking minutes, and distributing action points on agenda items.
- Post-secondary education in Office Technology or a field relevant to the primary responsibilities and four to seven years of relevant work experience with senior management.
- Demonstrated experience working with senior management.
- Very good spoken and written English (Level 5) and French (Level 5) to write and edit correspondence, provide and interpret detailed information, and deal with complex situations in both official languages.
- Advanced knowledge of Microsoft Office 365, in WORD, EXCEL and PowerPoint, with the capability to quickly learn Concordia's specific programs and software, including Asana, Acrobat Reader Professional.
- Superior organizational, project management, and problem-solving skills, with impeccable multitasking abilities.
- Availability to work overtime when required.
- Demonstrated work-related competencies in cultural and emotional intelligence.
- Customer service, profit-oriented business administration and entrepreneurial experience are considered assets.
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.
The language and computer skills of short-listed candidates will be tested.
We are committed to employment equity within our community and to recruiting a diverse faculty and staff.
The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification.
As part of your application, you will be asked to complete a diversity survey.
Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.
We strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants.
