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Executive Assistant, Dean's Office, College of Arts
2 weeks ago
**Executive Assistant, Dean's Office, College of Arts & Sciences**:
**Primary Purpose**:
To provide confidential and comprehensive executive support to the Vice Deans/Associate Dean, College of Arts and Science.
**Nature of Work**:
Reporting to the Administrative Manager, the Executive Assistant is part of a collaborative and agile administrative team. The incumbent’s work encompasses a broad range of duties and processes that require great attention to detail. The incumbent will effectively manage a high volume of work in a fast-paced environment with frequent interruptions, competing priorities, and conflicting deadlines. The work also requires a proactive approach in a complex academic and research environment, and the ability to work and communicate effectively and cooperatively, by a variety of methods, with Vice Deans, Associate Deans, Deans, administrators, faculty, staff, and students, acting as a resource to others. Considerable discretion is required as the position is privy to and works with sensitive and highly confidential information.
**Accountabilities**:
- Serves as the primary point of contact for administrative support, addressing inquiries and providing guidance to staff and visitors.
- Assists calendar support for directors and managers including scheduling and coordination of meetings, assisting with calendar organization and scheduling large group meetings.
- Provides meeting support including scheduling team/unit and committee meetings, room booking, maintaining meeting records, creating and distributing agendas and minutes, ordering catering, and tracking action items.
- Provides purchasing support, including invoice submission, purchasing card purchasing and reconciliation, monitoring non-salary expenditures, and assisting with reporting, remittances, and expense form requests.
- Formats and proofreads various documents, including reports, presentations, and correspondence.
- Maintains records and information, retention schedules, SharePoint sites, as well as cleaning and purging paper and electronic files as needed.
- Provides support for catering and events, including budget management, logistics management, menu planning, vendor coordination, and coordinating staff appreciation events and activities.
- Provides travel and expense support, including booking support, event registration, expense reporting, policy adherence, reimbursement processing, travel arrangements, and membership renewals.
- Coordinates the signing of documents and contracts, ensuring proper approvals are in place and relevant approval processes are followed.
- In coordination with dean’s office staff, performs general office administrative tasks, such as ordering supplies, managing keys and equipment, coordinating mail and telephone requests, handling business cards and nametags/nameplates, and managing contact distribution lists. Assists with space-related activities and coordinates submission of tickets to facilities. Assists with basic troubleshooting of office equipment and software, and coordinates with IT support as needed.
- Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment.
- Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion.
- Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others and responds to different perspectives from a place of curiosity, respect, and non-judgement.
- Undertakes related duties, as assigned, consistent with the nature of the position
**QUALIFICATIONS**:
- An undergraduate degree is required.
- Minimum of five years’ of administrative experience, preferably supporting executive members in a large, complex organization.
- An equivalent combination of education and experience may be considered.
- Excellent interpersonal skills and communication skills, both written and verbal, with a customer service orientation.
- Demonstrated ability to handle sensitive information in a professional manner and to maintain confidentiality.
- Strong organization and time management skills, with the ability to prioritize tasks and meet deadlines in a busy environment.
- High attention to detail and accuracy.
- Ability to work independently with mínimal supervision and remain effective under pressure and in stressful situations.
- Proven ability to build positive relationships and collaborate with diverse internal and external stakeholders.
**Skills**: High standards of professional integrity in handling confidential information as well as excellent interpersonal and communication skills, both written and verbal. Ability to develop relationships with a wide variety of individuals including staff, faculty, and senior administrators. Ability to work independently,
