Executive Assistant to the VPFA

4 weeks ago

Halifax, Nova Scotia, Canada Saint Mary's University Full time

About the Role

The Executive Assistant to the VPFA will provide high-level administrative support to the Vice President of Finance and Administration, ensuring the smooth operation of the Office of the Vice President Finance and Administration.

Key Responsibilities

  • Liaise between the Vice President, Finance & Admin, Associate VP's reporting to the VPFA, and other University administrators, members of the Board of Governors, public officials, faculty, staff, students, and other various stakeholders served by the University.
  • Coordinate the timely flow of incoming and outgoing communications by receiving, routing, and/or responding to incoming communications, creating new distribution procedures where necessary, and determining the appropriate office, department or institution for outgoing documents.
  • Develop and maintain the Vice President's calendar, including arranging meetings, appointments, and social engagements.
  • Maintain the digital and physical record management for the Office of the Vice President, including overseeing the filing system, creating files and records as necessary, and updating files and records.
  • Provide administrative support to the Vice President, including preparing and circulating agendas and meeting materials, and retrieving files and documents as needed.

Requirements

  • High School graduation and 2-year community college diploma in Office Administrative Assistance or Business Administration.
  • Minimum of 5 years progressive experience at senior administrative levels in a fast-paced highly confidential office environment.
  • Proven experience with organizing and prioritizing a demanding workload while meeting deadlines.
  • Professional judgment and discretion.
  • Excellent computer skills with a high level of proficiency in Microsoft suite of Office software and Outlook.
  • Excellent communication skills both oral and written.
  • Financial acumen.
  • Strong organizational and interpersonal skills. Ability to work independently.

What We Offer

  • Competitive compensation.
  • Comprehensive benefits package.
  • Defined Contribution Pension plan.
  • Vacation.
  • Personal days.
  • Professional development.
  • Holiday closure.
  • Summer hour schedule.
  • Employee Transit EPass through Halifax Transit.

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