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Executive Assistant to the Vice-President External
1 month ago
Brock University is seeking a highly skilled and experienced Executive Assistant to provide confidential and executive-level administrative support to the Vice-President, External. This role requires a strong technical skillset, innovative thinking, and a commitment to maintaining the Office of the VPE's efficiency and professionalism.
Key Responsibilities- Manage the Vice-President's schedule and ensure thorough preparation for all engagements.
- Act as the principal liaison for all internal and external contact with the Office of the Vice-President External.
- Ensure records and information management are in accordance with University policies, legislated requirements, procedures, and guidelines.
- Coordinate activities and flow of information to/from the various offices, exercising initiative and judgment to efficiently move business forward.
- Provide travel-related administrative support to the Vice President, including all travel and itinerary planning.
- Prepare correspondence and manage speaking engagement requests for the VPE.
- Maintain tracking files and collaborate with VPE's leadership team and other staff members to collect, analyze, and assimilate information and necessary data.
- Prepare and process cheque requisitions, travel expenses, purchase orders, purchase card reconciliations, and other account reconciliations for the Office of the VPE.
- College diploma in a relevant discipline.
- Demonstrated experience in executive-level administrative support position.
- Knowledge of office administration concepts, functions, and various governance structures and operations within the University.
- Proven ability to read and interpret policies, procedures, relevant guidelines.
- Solid understanding of budget development, financial record keeping, and reporting.
- Strong computer skills, including advanced knowledge of Microsoft Suite of products, word processing, spreadsheets, databases, web maintenance, SharePoint, and Workday.
- Ability to work effectively with confidential and sensitive information, exercising tact, diplomacy, and discretion.
- Ability to act with professional courtesy, understanding, and employing appropriate protocols by phone and in person.
- Excellent communication skills, including concise and accurate writing proficiency, editing, and proofreading skills, and the ability to professionally interact with all levels of contacts.
- Effective listening skills, to reduce demands on limited time and to defuse emotionally charged situations whenever possible.
- Ability to resolve problems and issues whenever possible, often necessitating investigation, judgment, and institutional memory.
- Ability to act independently and keep the VP informed on activities and business, consulting only as necessary.
- Undergraduate degree.
- Experience in a university environment.
- Job Grade (K), Salary Scale ($57,400 - $98,400).
- Target Hiring Range: $57,400 - $70,000.
- This position includes comprehensive benefits and tuition waiver.
