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Executive Assistant to The Special Advisor to The

3 weeks ago

Brampton, Canada Algoma University Full time

_Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission. In keeping with the Seven Grandfather teachings that are the core values that inform our decisions as an institution, we are committed to creating a welcoming, inclusive, respectful, and safe environment where everyone belongs. We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons._

**Job Title: Executive Assistant to the Special Advisor to the President - (6 Month Contract)**
- Administration_

**Position Status**:Temporary - 6 Months, Full-time

Non-Union

**Department**:Social Work

**Supervision Received**:Vice-President Academic and Research

**Supervision Exercised**:Student Assistants

**Location**:SSM or Brampton

**Number of Positions**:1

**Salary Scale: $64,583 to $80,728 annually**

**PRIMARY FUNCTIONS**:
A. Administrative Support 50%

B. Project Coordination 40%

C. Other Duties 10%

**TOTAL 100%**

The Executive Assistant (EA), reporting directly to the Special Advisor to the President, is responsible for overseeing the daily operations of the Office of the Special Advisor and the School of Social Work.

This role serves as a key liaison, both internally and externally, ensuring that the Special Advisor's responsibilities are executed efficiently, courteously, and effectively.

The EA must exercise sound judgment, maintain strict confidentiality, and demonstrate a high degree of professionalism, initiative, tact, and attention to detail. Strong problem-solving skills and discretion are essential to delivering exceptional administrative support and stakeholder engagement.

**RESPONSIBILITIES**:
**Administrative Support (50%)**
- Proactively manage the day-to-day operations of the office through proper identification of business needs, prioritization of critical (high risk) issues; inform and prepare the Special Advisor on upcoming situations/demands, where briefing is required; anticipate and mitigate emerging issues/risks that impact faculty, students, and key partners as represented by the Special Advisor.
- Provide advice, guidance and direction based on institutional policy, procedures, guidelines, full-time and part-time collective agreements, Ministry of Colleges and Universities, Postsecondary Education Quality Assessment Board, Council of Ontario Universities, and Senate regulations and CASWE standards.
- Act as a confidential sounding board to the Special Advisor and provide pertinent guidance when needed
- Prepare drafts and format correspondence for the Special Advisor’s review, making amendments as required.
- Plan and coordinate all travel arrangements, conference registrations and itineraries for the Special Advisor (and guests, as requested) and prepare all necessary travel documentation for authorization, reimbursement claims and Credit Card reconciliations as per University policy and procedures
- Manage secure and confidential information relating to the office, including development and maintenance of a complex and logical filing system
- Attend the strategic meetings as requested by the Special Advisor to take minutes and track action items

**Project Coordination (40%)**
- Provides administrative support to the Special Advisor with respect to direct reports including but not limited to the Faculty, Field Education and Admissions Coordinators and others.
- Coordinate and organize meetings, agendas and minute taking for Accreditation of the BSW Program, ensuring action items are completed
- Coordinate and organize the bi-weekly meetings with the other Direct Reports including scheduling meetings, developing agendas, taking minutes and ensuring action items are completed
- Liaise with department chairs and faculty when necessary.
- Organize and coordinate the various steps within related projects.
- Assist the Special Advisor with reporting on the progress of the Accreditation of the BSW Program to the senior leadership team.
- Provides assistance with organizing and coordinating Special Advisor’s strategic priorities, performance objectives, and milestones including, but not limited to, assisting with creating a timeline, monitoring, developing deliverables, and organizing meetings with key partners

**Other Duties (10%)**
- Other duties as assigned

**WORKING CONDITIONS**:
**Physical Effort**

Minimal: Some lifting/physical effort required for transportation of materials and setup for events.

**Physical Environment**

Minimal: Minimal exposure to unpleasant/disagreeable conditions. Irregular hours of work, at times.

**Sensory Attention**

Considerable: Work requires a frequent need to concentrate on a variety of sens