Executive Assistant to The Vice-president

Organizational Unit- University of Victoria -> VP External Relations- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date- 14 October 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $67,453.00 - $75,685.00- Additional Posting Information- N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- ESS4- Employee Group: - Exempt Support Staff - Continuing- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityThe University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement. The Vice-President External Relations (VPER) is responsible for establishing the strategic direction for the division which comprises staff in the departments of Alumni and Development; University Communications + Marketing; Community and Government Relations which includes Ceremonies and Events; and the Farquhar Auditorium. External Relations functions as an integrated team of units working together toward common goals with partners, stakeholders and key audiences on campus as well as in the broader university community. Focused on actions and results, our teams provide strategic leadership and expertise in: - Communicating the UVic mission and story - Building meaningful partnerships - Fostering a culture of philanthropy - Celebrating success and excellence - Enhancing community through cultural and other activities **_*This position is eligible for a Hybrid Work Arrangement*_** **The salary range for this position is**: - **Recruitment range: $67,453 - $71,430** maximum starting salary is determined through knowledge, experience and internal equity. - **Performance range: starting salary to max of $75,685** is available through annual performance increases. **_An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code_** - Job SummaryReporting to the Director of Planning and Operations, the Executive Assistant provides executive-level support of a confidential nature to ensure the efficient management of the VP’s time and maintain the effective operation of the VPER office. The Executive Assistant coordinates the tasks, teams and timelines in support of the VP’s mandate. The Executive Assistant is directly responsible for the daily operations and communications of the VPER office, manages projects and issues as assigned, and supports a variety of initiatives of importance to the division and the university community. - Job Requirements**Skills**: - Strong attention to detail and organizational skills. - Advanced skills in MS Office programs, particularly Outlook, Word, Excel, Teams, and PowerPoint. - Strong verbal and written communication skills including preparing memos, reviewing and editing reports, and summarizing information sometimes relating to sensitive or confidential details or issues. - Advanced skills in UVic’s online systems and processes including MS Teams, SharePoint Online, Chrome River and Cascade. - Demonstrated capability to manage projects, units and/or teams to produce desired outcomes. - Commitment to thinking strategically, anticipating and exercising independent and sound judgment and acting on own initiative regularly. - Excellent interpersonal skills, including the ability to work collaboratively as part of a team; facilitate the work of groups; build and sustain office morale; and show respect and sensitivity in all dealings. - Displays sensitivity, tact and diplomacy and takes a flexible, creative and collaborative approach to problem-solving in a team setting. - An ability to clearly interpret policy and procedure; explain reasons for decisions; inform and educate various constituencies; and liaise effectively with internal and external communities. - Demonstrates a clear understanding of issues and policies related to confidentiality, security and privacy to deal successfully with a typical range of office issues. **Specialized Knowledge/Education**: - Related post-secondary education or an equivalent combination of education, training and experience. - Good understanding of the institution’s governance and administrative structures and the roles of senior executive, academic administrators and faculty within these structures. - Comprehensive understanding of UVic's faculties, services and the Division of External Relations. - Broad knowledge of UVic's interactions with the external community (local, national, government) and the protocols required to enhance those relationships with the university. - Knowledge of HR best practices in managing a work group and developing office procedures. - Advanced-l