Executive Assistant to the Dean, Faculty of Science
4 weeks ago
Job Summary:
The Executive Assistant to the Dean, Faculty of Science, provides efficient, professional, and confidential executive-level support to the Dean. This includes managing activities that support the Dean's role both internally and externally to the Faculty and University. Duties are complex, varied, and often of a highly confidential nature.
Nature of Work:
Reporting to the Dean, Faculty of Science, the Executive Assistant to the Dean is a strong, positive, collaborative, and supportive presence for the Dean's office, faculty, staff, and the University. The complex and competing nature of the responsibilities involved in this role requires a highly organized individual who can set priorities, perform duties independently as required, and also have the ability to work collaboratively in a team environment.
Responsibilities/Accountabilities:
- Applies knowledge of Faculty priorities and Dean activities to organize and coordinate a complex schedule. Screens and prioritizes matters requiring the Dean's attention, including meeting requests, and coordinates the Dean's calendar. Ensures key institutional timelines are met.
- Reviews internal and external correspondence; drafts and edits responses, reports, and briefing notes. When appropriate, resolves issues, concerns, and requests and/or responds on behalf of the Dean.
- Coordinates and manages highly confidential internal processes, including faculty tenure/promotion and performance reviews.
- Facilitates the recruitment of faculty and staff, scheduling meetings and interviews; communicating with candidates, while ensuring adherence to institutional processes.
- Coordinates key committee meetings, including assisting with setting agendas; organizing and distributing meeting materials; minute-taking.
- Other related duties as assigned.
Required Skills:
- Superior organizational and time management skills and the ability to multi-task and manage details well under pressure, with minimal supervision.
- Excellent written and oral communication skills.
- Proven ability to act with integrity and to exercise sound judgment, discretion, tact, and confidentiality.
- Excellent interpersonal skills, with a demonstrated ability to work professionally with a wide range of internal and external stakeholders.
- Strong proficiency with MS Word; additional expertise with Outlook, Excel, and Acrobat Pro is valuable.
- Prior knowledge of university programs, systems, policies, administrative activities, etc. is an asset.
Required Education:
- Completion of a formal post-secondary/college program of two academic years or equivalent (preferably in Business Administration or a related field).
Required Experience:
- A minimum of three years' experience in an administrative support role.
- Preference will be given to those with experience providing support for a senior manager/administrator.
- Previous experience in a Faculty of Science in a similar role is an asset.
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
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