Executive Assistant

The Executive Assistant provides confidential and high-level administrative support to the Associate Vice President, Research and Graduate Studies Administration and as needed, to the leadership within the Research and Graduate Studies Portfolio.

The Executive Assistant provides high quality administrative, logístical, and strategic support to the above-mentioned areas ensuring their effective operation. While adhering to the highest standards of professionalism, confidentiality, and collaboration, the Executive Assistant supports and assists in managing all aspects of the portfolio. The Executive Assistant may also collaborate on major project activities with the other Units at NOSM University and will also administratively support various committees and working groups that are led by the Associate Vice President, Research and Graduate Studies Administration.

The incumbent is expected to work independently with mínimal supervision, while helping to ensure the portfolio successfully navigates through a multitude of functions and responsibilities.

**Responsibilities**:
Tasks include but are not limited to the following:

- Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the University, its policies and procedures. Determines the appropriate course of action and follows through to resolution. Alerts the AVP to matters which demand attention or redirects matters to the appropriate office for action.
- Coordinates the day-to-day activities of the AVP through calendar management. Schedules and organizes travel, events and meetings on behalf of the AVP. Prepares all required materials including agendas, travel and meeting details.
- Supervises the records management of the Portfolio Office ensuring all files are current, organized and accessible as required. Assists in updating Portfolio policies and procedures.
- Monitors the AVP’s budgets and holds limited delegated signing authority. Maintains financial records applicable to the AVP, tracks expenses against the financial budgets and reconciles expense reimbursements for the AVP.
- Maintains records and knowledge of progress in all projects under way and facilitates communication between the Portfolio’s Office and others involved in a project’s execution.
- Provides executive support for the AVP’s committees and groups as required. Includes preparing agendas, assembling background materials, attending meetings, taking minutes and coordinating the follow-up actions.
- Ensures the appropriate review and signature processes are followed for AVP related approvals, including sponsored funding agreements. Reviews approval requests, advises of any policy discrepancies, and ensures execution of approvals.
- Provides senior level confidential administrative support to the portfolio’s leadership as required.
- Works collaboratively with the Executive Assistant of the Vice-President, Research and Graduate Studies.
- Interprets and applies organizational policies and workplace rules as appropriate.
- Performs other duties as assigned.

**Qualifications**:
**Education**:

- An undergraduate degree (business, commerce, administration) from a recognized university with Canadian accreditation or its equivalent in knowledge and experience

**Knowledge, Skills and Abilities**:

- A minimum of five (5) years of experience gained in an executive administrative assistant function is required
- Experience working in a post-secondary environment is an asset
- Best practices within areas of responsibility including familiarity with budgetary processes
- Proficient in office software such as Microsoft Office, internet search engines, and artificial intelligence tools
- Demonstrated experience supporting committees, recording and transcribing formal and/or informal minutes
- Analyze and solve problems typically associated with responsibilities
- High flexibility with strong interpersonal skills
- Delegate effectively, show initiative and work with mínimal direction
- Produce high quality, accurate results while meeting tight deadlines in a dynamic, high volume executive level environment
- Work within established organizational practices, protocols and policies

**Language**:

- Must be able to communicate effectively in English (verbally, written and comprehension)
- French/Indigenous language skills would be considered asset

**Working Conditions**:

- Extended periods of sitting
- Interaction with employees, management, and interest holders
- Working in a busy office and virtual environment with frequent interruptions
- Occasional overtime and travel

NOSM University
Attention: Human Resources
935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6
Fax: (705) 671-3880
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