Executive Assistant

**Executive Assistant**:
**Primary Purpose**: The Executive Assistant (EA) provides a broad range of high-level administrative, organizational, communication, planning, and problem-solving assistance and support to the Dean of the College of Dentistry and the Executive Officer. The role requires high level functioning in balancing complex, strategic, confidential, and competing priorities which enable the Dean to be responsive and effective in fulfilling their role. In this position, you would be responsible for the strategic management of associated logistics, including receiving, triaging, and scheduling multiple requests and opportunities as appropriate to meet the demands of a challenging, diverse and high-volume office. You would act as both the first point of contact responding or directing a wide range of internal and external key stakeholders, partners, and donors; as well as being a key manager of the internal strategic operation of the office. You would ensure that all administrative functions, correspondence, and operations of the Dean’s office are managed in a timely and effective manner appropriately representing the Office of the Dean, College of Dentistry.

**Nature of Work**:Reporting to the Dean, the Executive Assistant is essential for aligning Dean and Executive Officer work priorities with the College of Dentistry’s strategic directions, aiding in the effective implementation of the College's Strategic Plan within a complex academic and research environment. This role operates in a high-volume office with competing demands and tight deadlines, often involving a moderate to high stress level. The position demands constant multi-tasking, and requires flexibility, discretion, diplomacy, and foresight, along with superior professionalism and integrity. Working as part of the Dean’s team, the Executive Assistant frequently takes on a leadership role. Given access to sensitive and confidential information, maintaining confidentiality and sensitivity is imperative. The environment is dynamic with shifting priorities and frequent interruptions. The role involves making discretionary decisions, exercising superior judgment and analysis, and managing a broad range of duties within established policies and guidelines, with mínimal supervision. The position is responsible for ensuring accuracy in day-to-day tasks and correctness of information provided to others. The incumbent must manage pressure and competing interests effectively to achieve satisfactory outcomes. Establishing and maintaining professional relationships that foster exceptional collaboration and problem-solving is crucial for success in this position.

**Typical Duties or Accountabilities**:

- Contribute to the positive changes in the culture of the College; acting as the face of the Dean and College.
- Effectively analyze, create, and prepare a variety of documents, reports, presentations and packages for the Dean and Executive Officer as required in an accurate and timely manner.
- Provide administrative support to Executive and Faculty Council as required.
- Effectively represent the Dean in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or appropriately referring problems related to office functioning as they arise and maintaining appropriate confidentiality of information and materials.
- Provide support for communications triage to direct requests and queries appropriately; ensure the Dean and Executive Officer are aware of and deal with requests that only they can handle; and track and follow-up requests to ensure timely responses are provided and issues are resolved.
- Assist the Dean and Executive Officer with the analysis, creation, coordination and communication of reports and actions within the College.
- Provide effective, accurate and confidential administrative support to the Dean and Executive Officer including drafting routine to complex carefully researched foundational and planning documents, reports, Assigned of Duties, proposals, correspondence, and other operational and strategic documentation.
- Establish and maintain collaborative interactions with the Dean, Executive Officer, the Leadership Team, the faculty and staff in the college, other Deans and senior administrators, faculty and staff in colleges and units across campus and external stakeholders including government, CADC, ACFD, CADR, IADR and CDSS.
- Operate as the primary conduit with senior administrators external to the College including the President’s, Provost’s and Vice-Provost’s Offices and other College Deans.
- Prepare strategic communications and documents on behalf of the Dean, and executive officer.
- Work closely with the Dean and Executive Officer to prepare speaking notes, presentations and other required communication materials.
- Involvement with and leadership in College strategic planning sessions/workshops/town halls, meetings, and retreats.
- Effectively man