Administrative Assistant, Executive Team

Administrative Assistant, Executive Team

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

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Job Summary

The Administrative Assistant is responsible for providing executive level administrative and organizational support to the executive team. This role works collaboratively with others and is pivotal in the provision of excellent client service, demonstrating a strong client-focused orientation, and taking initiative to ensure activities are performed accurately and according to timelines. The Administrative Assistant schedules meetings, takes minutes, writes letters, maintains calendars, arranges travel, and provides back-up support to other administrative positions as required. The incumbent functions with an elevated level of accuracy, demonstrating good judgement and efficiency, and acts with initiative, working collaboratively with others as needed to achieve the objectives of the unit. This position reports to the Manager, Office of the Dean.

The schedule for this position requires the incumbent to work flexible hours and occasional early morning and evenings as required.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Provides executive-level administrative support which includes, but is not limited, to maintaining complex senior level calendars; screening, scheduling, arranging, rearranging, deferring appointments, and meetings through effective judgement of established priorities and planning.
- Prepares and distributes confidential correspondence; managing files, prioritizing, and gathering and compiling data as required.
- Supports the work associated with large projects and strategic planning initiatives; utilizes effective project coordination skills to ensure that there is collaboration and cross-Faculty engagement in initiatives.
- Prepares executive team members for meetings, conferences, appointments and special events by researching and compiling documentation and files from a variety of sources in a timely manner.
- Maintains an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensures they are properly prepared and briefed for meetings, verifying any necessary follow-up is completed.
- Prepares correspondence for signature, often involving sensitive and confidential information. Assists with the development and completion of presentations, budget submissions and other financial and operational reports.
- Coordinates the timing of budget preparation to ensure all deadlines are met; compiles information on assigned topics, prepares summaries, and completes reports as required for both internal and external use.
- Organizes meetings, workshops, and seminars; coordinates all the logístical arrangements for meetings and events (e.g. symposiums, receptions, workshops, faculty/industry events, senior level leadership meetings etc.). This includes invitations and registrations, tracking attendees, booking room reservations and/or teleconferences, organizing volunteers, and coordinating catering when required. Manages the event budgets to ensure that events are delivered on time, within budget and with a high degree of guest satisfaction.
- Liaises with key contacts within Queen’s Engineering and across the University to research appropriate responses for complex situations and arranges meetings with partners, as necessary.
- Supports the process of student transfers to Queen’s Engineering: Interfaces with admissions, the OUR and the departments, enters transfer credits, advises, and directs students.
- Responds to inquiries and acts as a resource for the executive team; researches and/or synthesizes answers to questions and solves administrative problems within established guidelines, referring complex problems to senior staff when required.
- Uses University systems to set-up, track, and report-on student related affairs/issues including financial and academic matters.
- Serves as Secretary on specified committees, including (but not limited to) the Faculty of Engineering and Applied Science Operations Committee and its various subcommittees. Schedules meetings, prepares agendas and supporting materials, records minutes, and motions for consideration. Assists with nomination process for these committees as required. Ensures Senate procedures governing the review and reporting of said committees are adhered to.
- Manages the content of various Queen’s Engineering sharing platforms, as required. Responsible for content and layout including posting current documents and regularly updating material, en