Executive Assistant to the Vice-President External

3 weeks ago

St Catharines, Ontario, Canada Brock University Full time

This position is part of the Administrative Professional (Employee Group) at Brock University, a leading comprehensive university in Canada. We are seeking a highly skilled and experienced Executive Assistant to provide confidential and executive-level administrative support to the Vice-President, External (VPE) and associated portfolios.

The successful candidate will be responsible for managing the Vice-President's schedule, ensuring thorough preparation for all engagements, and handling a high volume of inquiries and daily administrative tasks. This role operates largely independently, requiring strong technical skills, innovative thinking, and a commitment to maintaining the Office of the VPE's efficiency and professionalism.

Key Responsibilities:

  • 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;
  • Ensure effective coordination of activities and flow of information to/from the various offices;
  • Manage the Vice-President, External's schedule for both on- and off-campus activities;
  • Anticipate requirements and assemble the requisite preparatory material and briefings for all meetings and events;
  • Meet regularly with the VPE to review needs and coordinate activities for the week;
  • Provide travel related administrative support to the Vice President;
  • Prepare correspondence and manage speaking engagement requests for the VPE;
  • Stay abreast of developments and events at the University and advise the VPE of developments that may impact scheduling;
  • Maintain tracking files and collaborate with VPE's leadership team and other staff members to collect, analyze and assimilate information and necessary data required to assist in the development and tracking of various reports;
  • Prepare and process cheque requisitions, travel expenses, purchase orders, purchase card reconciliations, other account reconciliations for the Office of the VPE;
  • Monitor the Office of the Vice-President, External's non-personnel expenditures to budget.

Requirements:

  • 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;
  • Ability to work effectively with confidential and sensitive information;
  • Ability to act with professional courtesy, understanding and employing appropriate protocols;
  • Excellent communication skills, including concise and accurate writing proficiency;
  • Effective listening skills, to reduce demands on limited time and to defuse emotionally charged situations;
  • Ability to resolve problems and issues whenever possible;
  • Ability to act independently and keep the VP informed on activities and business.

Preferred or Asset Skills:

  • Undergraduate degree;
  • Experience in a university environment.

Salary and Benefit Information:

  • Job Grade (K), Salary Scale ($57,400 - $98,400)*;
  • Target Hiring Range: $57,400 - $70,000
  • This position includes comprehensive benefits and tuition waiver.

*The salary range indicated is representative of all positions evaluated at this level. Actual salary is determined by assessing related skills, experience, internal equity and market competitiveness, subject to available budget.

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