Executive Assistant to Associate Deans

4 weeks ago

Saskatoon, Canada University of Saskatchewan Full time $52,050 - $81,328
Primary Purpose:

To provide comprehensive executive support to the Associate Deans in the Edwards School of Business, with emphasis on strategic projects, programs and operational issues within the College.

Nature of Work:

Reporting to the Associate Dean, Academic, the Executive Assistant (EA) provides high quality, efficient executive support on all aspects of the Associate Deans’ portfolios. Considerable discretion and compliance with privacy protocols is essential as this position is privy to sensitive, complex, and highly confidential information.

This position works independently, as well as in a team environment, to negotiate, facilitate, create, coordinate and implement a wide variety of services, programs, processes and initiatives. It requires the establishment and maintenance of effective professional working relationships with students, staff, faculty, administration and external partners to provide exceptional collaboration and problem solving.

This position requires a high level of integrity and independent judgment. The Executive Assistant must deal with emerging and unpredictable events in a timely and sensitive manner, providing rapid and effective follow-up on messages and decisions. The position requires a commitment to a high standard of service and continuous professional improvement. It requires the management of multiple complex projects and the ability to work under pressure, with minimal supervision, in a fast-paced environment where there are continuous changes, shifting priorities, and frequent interruptions. Competing deadlines and multi-tasking are the norm, so the incumbent must be able to plan workflow to deal with details, deadlines, peak periods, and unexpected situations. Impact of error in this environment is high.

Understanding the roles of the Associate Deans, the Executive Assistant takes a proactive and independent role in developing strategies, initiatives and programs. This position provides informed recommendations, drafts proposals, and coordinates and manages projects. It requires a thorough understanding of the governance structure of the College. It also requires timely and effective follow-up on decisions with minimal direction.

Typical Duties or Accountabilities:
  • Provides high quality administrative support, including the strategic management of the associate deans’ schedules, contacts, communication, and correspondence.
  • Arranges meetings on behalf of the associate deans, ensuring all meeting material is prepared and distributed in advance.
  • Provides committee support to the associate deans and internal and external committees.
  • Develops briefing material in advance of meetings for the associate deans.
  • Communicates on behalf of the associate dean with members of the university community and the public.
  • Supports human resource processes within the associate deans’ portfolios.
  • Prepares and/or supports preparation of reports/presentations for the associate deans as requested.
  • Develops collaborative professional working relationships, liaisons and partnerships with departments and administrative units both within and external to the College to provide accurate information, initiate planning, coordinate projects, and resolve problems.
  • Works with the associate deans to identify, adopt, implement and monitor best practices/process improvements.
  • Maintains accurate knowledge of and adherence to institutional and college policies and procedures, as well as documents updates to policies/procedures.
  • Provides cross coverage for the Executive Assistant to the Dean as needed.
  • Other related duties as assigned.
Education:

Completion of recognized post-secondary education in office administration. A bachelor’s degree in a related field would be an asset. A combination of education and experience may be considered.

Experience:

Minimum of 5 years of progressively responsible experience, working with senior administrative leadership requiring the management of complex projects, preferably in a university administration environment.

Skills:
  • Versatility and ability to multitask effectively while paying close attention to detail and maintaining accuracy is essential.
  • Ability to make discretionary decisions while always exercising good judgment, tact and diplomacy.
  • Ensures work performed is completed efficiently and accurately within deadlines, by ensuring a clear understanding of the required deadlines and effectively setting work priorities.
  • Ensures that all communication and interactions with students, faculty, staff, and the public are accurate, timely and courteous.
  • Demonstrates highly effective interpersonal, analytical, written and verbal communication skills.
  • Ability to develop and maintain relationships with a wide variety of individuals, including but not limited to students, staff, faculty and senior administrators.
  • Ability to work independently and work effectively and cooperatively with others and consciously applies team skills to support the goals of the work unit.
  • Effectively represents the College’s interests in all work, ensuring the right tone and interest are projected at all times.
  • Upholds high standards of professional integrity while working with highly confidential and sensitive information and materials.
  • Proficient working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Teams, etc.) and openness to training on new systems as required.

Inquiries regarding this position can be directed to Maureen Bourassa at Bourassa@edwards.usask.ca.

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