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Executive Assistant to The Dean
2 weeks ago
**Schedule**
Monday - Friday; 8:30 - 4:30
**Education Level**
College Diploma
**Career Level**
Minimum of 5 years work experience
Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering plays a key role in helping McMaster University earn its well-deserved reputation as one of Canada’s most innovative universities in learning and research. McMaster’s Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. It has earned a strong reputation as a centre for academic excellence and innovation.
The Faculty has approximately 180 faculty members, along with over to 6,000 undergraduate and about 1100 graduate students. The Faculty attracts approximately $45 million in annual research funding. Engineering faculty, staff and students at McMaster pursue research and learning in more than two dozen research centres, institutes, and networks whose interdisciplinary pursuits cross departmental and Faculty boundaries. Outside the University, we collaborate regularly on research projects with partners in universities, government and more than 100 companies in Canada and abroad. Our partnerships with global engineering companies are key to the success of our learning and discovery programs.
Reporting to the Dean, Faculty of Engineering, the Executive Assistant is responsible for providing a wide range of high-level, confidential, and sensitive strategic executive administrative support to the Office of the Dean. This position executes a significant amount of judgment, tact, diplomacy, confidentiality, and discretion in all aspects of the role. The Executive Assistant provides executive level support by anticipating needs, administering calendaring and scheduling of meetings and appointments and maintains an awareness and understanding of ongoing activities. The Executive Assistant acts as an ambassador for the Office of the Dean, to expertly manage, triage, and refer a broad spectrum of urgent and sensitive issues.
**_ Specific Accountabilities:_**
- Manages the complex schedule of appointments and events for the Dean, both internal and external to the University.
- Provides assistance in the planning and co-ordination of Faculty events, retreats, social activities hosted by the Dean.
- Screens incoming calls ensuring priority calls are transferred and that all calls are managed with tact and diplomacy.
- Acts as a central contact between the Dean and other senior administrators and faculty, both internal and external to the University, including senior leaders from the Office of the President, Office of the Provost and VP (Academic), and Associate Vice-Presidents offices. The EA prioritizes requests and action items, relaying urgent information and acts on the Dean’s behalf when requested to do so.
- Communication with external stakeholders and constituents, and ensures their needs are met in an efficient and effective manner
- Resolves issues and answering inquiries independently where appropriate based on the understanding of the Dean’s portfolio.
- Coordinates travel arrangements, prepares itineraries and meeting materials for the Dean; prepares travel and expense claims.
- Provides administrative support to the Director, Finance & Administration (e.g. scheduling/calendaring, processing PCard/Diners card, processing MacLAB refunds, MILO forms, adminstering the Veronika Czernada Staff Award)
- Ensures priorities and deadlines are met, correspondence and documentation is handed efficiently, accurately and with the utmost confidentiality and discretion.
- Gathers necessary material to ensure the Dean is adequately prepared for meetings
- Manages the information flow of notes and materials resulting from meetings and organizes materials, coordinating scheduling of follow-up meetings to accomplish meeting objectives.
- Selects and prepares gifts and promotional materials to be presented to visitors and award recipients and honorees.
- Manages the office in the absence of the Dean while keeping the Director, Finance & Administration and the Acting Dean apprised of sensitive issues and priorities that may arise.
- Provides general administrative support to the Office of the Dean: monitors/orders office supplies; opens/distributes incoming mail; submits faculty work-order requests; co-ordinates bulk shredding, courier shipments; processes expense reimbursements, accounts payable and PCard reconciliations for staff and student teams/clubs; co-ordinates student teams/clubs sponsorships.
**_ Required Qualifications:_**
- College diploma in Office Administration or a related field of study
- 5-6 years of work experience in office administration, preferably as the executive level
- Exceptional and effective interpersonal, organizational, planning and communication (oral and written) skills
- Demonstrated initiative and problem-solving ability
- Demonstrated ability to work effectively and discreetly with confid
