Executive Assistant

Position Information

**Position Title**
- Executive Assistant (Designated Position)

**Department/Unit**
- Indigenous Relations

**Location**
- Halifax, Nova Scotia, Canada

**Posting Number**
- S174-25

**Employee Group**
- DPMG

**Position Type**
- Regular, On-Going

**Duration of Contract (if applicable)**

**Employment Type**
- Full Time

**Full-time Equivalency (FTE)**
- 1.0 FTE

**Salary**
- $59,555 - $79,673 per annum

**Classification**
- ADM-05

**Provisional Statement**

**About Dalhousie University**
- Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

**Job Summary**
- The Office of the Vice-Provost Indigenous Relations works to develop, implement, and promote high-visibility, high-impact initiatives for Indigenization, decolonization, and reconciliation. The Office advances necessary and constructive change; works to enhance the access, experience, and engagement of Indigenous faculty, staff, and students at Dalhousie; and continues to strengthen relationships and collaborate directly with local and regional Indigenous communities served by Dalhousie. Reporting to the Vice-Provost Indigenous Relations (VPIR), the Executive Assistant will provide executive support to the VPIR and oversee the operations and day-to-day business activities of the Office of the VPIR, serving as a strategic team member.

**Key Responsibilities**
- Plan, prioritize, and execute an efficient work schedule for the VPIR to optimize time, ensuring critical and priority issues are strategically addressed in a timely manner, and balance multiple conflicting demands and time sensitive and/or emergency situations.
- Conduct research and compile information for strategic planning sessions, meetings, reports and decision-making. Provide insights and recommendations, and act as an information resource. Prepare and edit reports, presentations, memos, newsletters, and other documents.
- Organize complex meetings, including logistics, preparing briefing materials, planning and managing long-term agendas, and completing follow-ups. Plan, organize and assist with events, consultations, programs, initiatives, and ceremonies with internal and external partners.
- Manage special projects, including budget, direction and outcomes. Track project deadlines and deliverables. Assist in tracking and reporting on progress toward Indigenous Strategy implementation.
- Prepare and manage annual budget. Act as office contact for Financial Services for finance-related matters and ensure follow up is completed. Complete quarterly and monthly budget reviews and forecasts, present analyzed recommendations as required.

**Note**
- Due to operational requirements, the successful applicant is required to work in-person on campus.

**Required Qualifications**
- Undergraduate degree in Business Administration or related field plus approximately three to five years’ progressive relevant experience supporting a senior administrative role (or equivalent combination of training and experience). A combination of education and experience working with Indigenous communities, or lived experience is preferred.
- Experience handling a broad range of administrative tasks including speech, correspondence, report writing, budget preparation and financial management, including matters of a highly confidential and sensitive nature.
- Demonstrated excellent interpersonal and communication (verbal and written) skills, including the proven ability to work with, and support, a wide diversity of individuals, groups, and communities.
- Proven initiative, and organizational and problem-solving skills with the demonstrated ability to independently manage multiple priorities and projects in a time-sensitive, shifting, and often stressful work environment.
- Strong technology skills with proficiency in a range of software, including Office 365, and digital tools, proven ability to learn new programs, and experience utilizing search engines and supporting workflows and hybrid working.

**Assets**
- Demonstrated experience on Indigenous education, policies, and good knowledge related to the VPIR’s role, and partnership with Indigenous communities and organizations on and off campus.
- Experience in a university or any academic setting.

**Job Competencies**
- Self-Awareness & Professionalism
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication

**Additional Information**
- Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a define