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Executive Assistant Svp and Project Administrator
2 weeks ago
**Land Acknowledgement**
**_ George Brown College is located on the traditional territory of the Mississaugas of the Credit First Nation and other Indigenous peoples who have lived here over time. We are grateful to share this land as treaty people who learn, work, and live in the community with each other._**
**_
**_ At George Brown College, we have established a reputation for equipping our students with the skills, industry experience and credentials to pursue the careers of their choice. As employees, we are committed to creating an enriching learning community for our students, delivering excellence in what we do, holding ourselves accountable for our work and demonstrating diversity and respect for one another._**
**What responsibilities will you have in this role?**
Reporting to the Senior Vice President (SVP), External Relations, Communications and Rea Estate Development the Executive Assistant, SVP Project Administrator is rresponsible for managing the office of the SVP, External Relations, Communications and Real Estate Development and providing high-level pro-active confidential, executive-level operational support to the Directors of the Division to the highest standard of excellence and professionalism. The incumbent takes functional direction from the SVP and operates as the first point of contact and key administrative representative for the Office of the SVP. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness, and a need to maintain confidentiality. The incumbent must present a professional image in the office by interacting knowledgeably and courteously with the many people who come into contact with the office including senior administrators, members of local, provincial, and federal governments, educational institutions, media, faculty, staff, students, and alumni.
- Manages operations for the office including complex scheduling appointments, liaising with internal and external contacts, sending out communications and acting on behalf of the SVP where appropriate.
- Represents the SVP in communicating decisions both internally and externally on day
- to-day operational issues, planning activities, liaises with Board members, senior management, officials from other post-secondary institutions, all levels of government, external stakeholders and community groups.
- Develops onboarding plans for new staff for the Division and the provisioning of College system access requirements, tools, technical and ongoing support.
- Researches and compiles information on various issues as directed; draft briefing notes, draft memos, prepares presentations and supports crisis communications management.
- Maintains operational calendar to ensure deadlines for submission are met in alignment with yearly College business and budget planning activities and strategic priorities.
- Administrative support for the Director of Marketing and Communications, Director of External and Community Relations, Director of Government Relations, and Special Events Manager.
- Maintains operational calendar to ensure deadlines for submission are met in alignment with yearly College business and budget planning activities and strategic priorities.
- Facilitates, coordinates, and participates on projects that have both department and college wide impact.
- Leads on other departmental projects and events such as all team events, planning and working with team members to coordinate logistics.
- Attends planning and management meetings, prepares agendas, takes minutes and follows up on action items.
- Organizes and coordinates details of budget and business planning activities and implementation.
- Monitors departmental budgets, prepares financial forecasts and budgets. Compiles various financial and statistical data and reports. Provides other financial support for the area related to invoicing and related follow-up/problem solving.
- Budget reconciliation, expenditure tracking and approval on behalf of the SVP for the division.
- Coordinates with other budget officers in the division.
- Other related and non-related duties as assigned.
**What qualifications do you need for this role?**
- Three-year Advanced Diploma or Degree from a recognized post-secondary institution, in Business Administration, Project Management, Change Management, or equivalent combination of work and/or employment experience.
- Minimum five years’ experience in Special events management and/or project management with progressive administrative, project and change management experience in a large, complex preferably unionized environment.
- Knowledge of the College policies, operations, and organizational structure highly desirable.
- Previous experience in Executive Level Administrative Assistant roles, Project Management, Special Events, Government Relations, Post-Secondary sector an asset.
- Working knowledge of College IT systems including Microsoft Office Suite with capability
