Administrative Assistant

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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**

Reporting to the Executive Assistant and Manager Office of the Dean, 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 includes proactively planning and coordinating meetings and events by anticipating scheduling needs, securing logistics in advance, and ensuring all details are addressed to support seamless execution.

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

**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.
- Proactively organizes meetings, events, workshops, and seminars by anticipating needs and initiating planning well in advance. 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.
- Liaises with key contacts within Smith Engineering and across the University to research appropriate responses for complex situations and arranges meetings with partners, as necessary.
- Responds to inquiries and acts as a resource for the executive team; research and/or synthesizes answers to questions and solves administrative problems within established guidelines, referring complex problems to senior staff when required.
- Coordinate the administrative aspects of hiring casual staff and Teaching Assistants for the Faculty Office, ensuring all required documentation is accurately completed and submitted, including hiring and rehiring contracts into HR PeopleSoft.
- Act as the Faculty Office casual contract timekeeper in accordance with established university policies and report any issues to the Smith Engineering Human Resources Team.
- Acts as the back-up to the Executive Assistant to the Dean and other Faculty Office administrators, when needed.
- Undertakes other duties and/or special projects as assigned in support of the Faculty Office.

**REQUIRED QUALIFICATIONS**:

- Three-year post-secondary education in business administration with several years (3 to 5 minimum) of relevant experience in an office environment, preferably in a post-secondary or large institution.
- Demonstrated successful executive level administrative experience in a fast-paced environment managing competing priorities, requiring quick and appropriate decision-making skills.
- Experience a