Executive Assistant to the Vice-President External

4 weeks ago


St Catharines, Ontario, Canada Brock University Full time

This position is part of the Administrative Professional (Employee Group) at Brock University, a comprehensive institution in Canada.

We are seeking a highly skilled 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.

The Executive Assistant will act as the principal liaison for all internal and external contact with the Office of the Vice-President External, ensuring records and information management are in accordance with University policies and procedures.

The ideal candidate will possess strong technical skills, 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 and procedures.
  • 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.
  • 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.

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, 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.

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.


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