Executive Assistant, Office of The Vice-provost, Global Engagement

Executive Assistant, Office of the Vice-Provost, Global Engagement

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Job Summary
Reporting to the Director, Global Engagement, and with a dotted line to the Vice-Provost, Global Engagement, the Executive Assistant is responsible for providing executive-level senior administrative and organizational support to the Vice-Provost and to the portfolio as a whole. The incumbent contributes to the smooth and efficient operation of the portfolio, manages flow of information to and from the office, supports internal and external communications and provides a wide range of administrative support for the unit as a whole. The incumbent manages and coordinates projects for members of the senior leadership team, including the Vice-Provost, as required.

This is a visible and responsible position with significant impact on the effectiveness and reputation of the Vice-Provost and the Office. The incumbent serves as a key liaison with stakeholders across the University and broader local and national post-secondary education communities.

Due to the complexity of managing the Vice-Provost’s responsibilities and priorities, and role in internal/external relations, the incumbent is required to demonstrate sound and effective judgment and efficiency with mínimal direct supervision, maintain strict adherence to confidentiality, and fulfil all responsibilities with an exceptional level of accuracy, and high attention to detail.

Note: The schedule for this position will require the incumbent to work occasional flexible hours, according to program or area needs.

**Job Description**:
**KEY RESPONSIBILITIES**:

- Prepares and updates briefing documents, presentations, speaking notes or other requirements of the Vice-Provost and senior leaders in the portfolio for meetings/events for review.
- Manages, plans, organizes, co-ordinates and maintains all elements for a busy and complex seven-day-a-week schedule of the Vice-Provost and other senior members of the portfolio as appropriate, including travel. This involves complex prioritization to meet numerous commitments.
- Coordinates travel and accommodation arrangements and seminar registrations for Vice-Provost and for the portfolio as assigned. Interprets and adheres to travel and finance policies and procedures. Prepares itineraries and initiates travel reimbursements for expense claims and travel advances.
- Acts as the primary contact for the office and responds to enquiries on behalf of the unit internally and externally with limited direction. Determines when to refer enquiries to senior level staff.
- Manages internal and external correspondence for the Vice-Provost and the office, including drafting original, sensitive and confidential correspondence and communications on a wide spectrum of matters to various internal and external stakeholders (staff across the university and from other institutions, international partners, government officials, etc.). Screens, directs, refers and responds to correspondence. Manages and tracks multiple streams of communication, ensuring timely, accurate, sensitive and appropriate responses are sent, and inquiries and issues are effectively managed.
- Ensures the timely flow of information to and from the office, ensuring critical and sensitive matters are prioritized, and handled expeditiously, determining when and how to appropriately refer issues/matters to senior members of the office. Ensures an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination.
- Creates meeting agendas, drafts meeting notes, manages editing, and distributes documents/reports as needed for the office. This involves communicating with staff across the office to compile information and ensure materials are reviewed by senior leaders.
- Supports VPGE-led committees by creating agendas, conducting research, taking and editing notes, and other associated tasks.
- Assists the senior leaders, including Director, Global Engagement, Senior Director, International Student Enrolment and Vice-Provost with a variety of special projects and reports.
- Supports events of various sizes, incoming and outgoing delegations for senior members of the university as required.
- Ensures a welcoming, inclusive, and professional environment, providing appropriate direction/referrals. Liaises frequently with other offices, including Offices of the Deans, VPs, Provost, Principal, international partners, and membership organizations.
- Represents the unit on committees and in forums,