Executive Assistant

**Executive Assistant**:
**Primary Purpose**: To provide confidential and comprehensive high-level executive support to the Vice Dean Indigenous Health. This position requires an emphasis on ensuring the smooth functioning of the Vice Dean’s portfolio. Specific requirements of this position include managing professionalism processes and concerns, timely and effective follow-up of decisions, operational issues, and implementation of assigned strategic projects. The position acts as the first contact point and a resource for queries, concerns and issues incoming to the Vice Dean’s portfolio, and provides expert triage in dealing with or referring, a broad spectrum of issues across all levels of the portfolio and across campus as appropriate.

**Nature of Work**:

- Reporting to the Dean’s Office Administrator, this position plays a pivotal role in the success of the creation of the Department of Indigenous Health.
- Considerable discretion is required as the position is privy to, and works with, sensitive, highly confidential information.
- Close liaison with the Director, Planning and Projects, College of Medicine is essential in planning and organizing workflow and ensuring the critical deadlines are met.
- Establishing and maintaining a high level of professional relationships, internal and external, that support exceptional collaboration and problem-solving, and the ability to exercise professional judgment to make recommendations and decisions regarding issues or special assignments is essential.
- Works in an environment of continuous change; adapts to shifting priorities and timelines, and frequent interruptions. This position often works under pressure in a fast-paced and high-volume office, dealing with competing deadlines.

**Accountabilities**:

- Will be required to use well-developed writing skills to draft letters, reports etc. Manage professionalism procedure documents.
- Effectively representing the Vice Dean and the Dean’s office in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise.
- Ensure efficient, accurate, and confidential support to the Vice Dean including developing agendas and background material; conducting research, analyzing materials and producing and/or participating in the development of reports and papers; preparing meeting summaries, background papers, and correspondence.
- Strategically manage the Vice Dean’s schedule, establishing standards that provide a balance between meeting and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to the fast-paced and fast-changing agenda of the Vice Dean.
- Identify, monitor and articulate, in a timely and judicious manner, critical action items and brief the necessary people on developments related to those issues.
- Special project coordination involving special events, travel, conferences etc.
- Provide administrative support to VDIH - incoming calls, manage individual calendar and scheduling.
- Knowledge of or ability to learn the university administrative structure and processes (purchasing, UniFi accounting system, Concur travel system, University policies and procedures).
- Other duties & projects as assigned

**Qualifications**

**Education**: A University undergraduate degree is preferred. An equivalent combination of education, training and experience may be considered.

**Experience**: A minimum of 5 years of directly related experience, in an academic or University setting. Experience working and collaborating in diverse and inclusive settings is required.

**Skills**: Demonstrated professional maturity, judgment and decisiveness; ability to be self-directed and take initiative; ability to research and make informed decisions around the College; use of central support systems; relationship building attributes; ability to work independently as well as collaboratively; effective interpersonal and communication skills, both written and verbal; demonstrated strong organizational and time management skills; proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; proven ability to handle interactions with tact, diplomacy and intercultural sensitivity and maintain confidentiality; ability to recognize and implement changes in policies/procedures which result in the improved delivery of administration; demonstrated ability to interact effectively with students, university and health authority personnel and the general public; propensity towards and demonstrated computer skills including keyboarding and proficiency with Microsoft Office software (Word, Excel, Power Point and Outlook) is essential.

**Leadership / Vision**

The demonstrated ability to build a shared, compelling and credible vis