Administrative Assistant to The Associate

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Job Summary
Reporting to the Associate Director, Office of Indigenous Initiatives (‘Associate Director’), the Administrative Assistant to the Associate Vice-Principal (‘Administrative Assistant’) is responsible for providing senior level organizational and administrative support to the Associate Vice-Principal (Indigenous Initiatives and Reconciliation) to ensure that communications, interactions and administrative support are managed with the highest standard of excellence, confidentiality and professionalism. The Administrative Assistant is responsible for managing the Associate Vice-Principal’s complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to take action without consultation as required when the Associate Vice-Principal is unavailable. The Administrative Assistant contributes to the smooth and efficient operation of the Office of Indigenous Initiatives and serves as a liaison with a number of stakeholders within the university community, as well as external stakeholders requiring strong communication, meeting coordination and support, record keeping, and strong event and project coordination.

Committed to equity, diversity, inclusion, and Indigenization the Administrative Assistant functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced deadline driven environment. The Administrative Assistant is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Office of Indigenous Initiatives.
**Job Description**:
**KEY RESPONSIBILITIES**:

- Provide senior level administrative support to the Associate Vice-Principal, by maintaining and managing the complex schedule for the Associate Vice-Principal to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Executive Director and others within the portfolio as appropriate.
- Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Associate Vice-Principal’s and Office of Indigenous Initiatives priorities.
- Coordinate and prepare the Associate Vice-Principal’s briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc.
- Create and maintain a tracking system to support the day-to-day and future priorities of the Associate Vice-Principal, ensuring that deadlines are met in a timely manner.
- Act as the primary contact for the Associate Vice-Principal with regard to scheduling meetings and responds to enquiries on behalf of the Associate Vice-Principal internally and externally with limited direction.
- Provide support to the Associate Director as needed to support the effective functioning of the Office of Indigenous Initiatives.
- Coordinate standing and ad hoc committees and working groups chaired by the leadership in the Office of Indigenous Initiatives. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
- As directed by the Associate Vice-Principal or Associate Director, proactively follow up on all action items related to events and meetings. Ensure that documents and correspondence are prepared and distributed in a timely manner.
- Assists staff on special projects relating to the implementation of the recommendations of the Yakwanastahenteha Aankenjigemi, Extending the Rafters Truth and Reconciliation Commission (TRC) Task force final report at Queen’s University. Duties may include helping with preliminary research, gathering and organizing information into straightforward and useable formats, and working with other units, internally and externally, as required to complete the work.
- Triages and coordinates requests for Indigenous Cultural Services and requests for the Indigenous Visitorship Fund.
- Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
- Coordinates administrative functions, including payment of invoices and procurement, for the Office of Indigenous Initiatives in collaboration with the Administrative Assistant for Planning & Budgeting.
- Support and promote a culture of equity, diversity, inclusion and Indigenization in the workplace.
- Undertake other duties or special projects as required in support