YUTA - Executive Administrative Opportunities: Current and Future Talent Pools

Found in: Talent CA C2 - 5 days ago

Middlesex County, Canada York University Full time

York is a leading international teaching and research university, and a driving force for positive change. Empowered by a welcoming and diverse community with a uniquely global perspective, we are preparing our students for their long-term careers and personal success. Together, we can make things right for our communities, our planet and our future. 

York University Temporary Agency (YUTA) is the internal agency that services York University’s temporary hiring needs. YUTA sources, screens, assesses, interviews, references and places temporary employees in short term assignments throughout the University.

While they vary based on the unique needs of the University, the duration of these assignments vary - but are typically for 1 day to 3 months, possibly longer, and are generally 35 hours per week (Monday to Friday, 8:30 am - 4:30 pm). Shift work is available typically during the University “rush period” at the start of each semester and may work well for those with other commitments during “regular working hours”.

YUTA is currently seeking flexible and adaptable Executive Administrative Assistants who thrive in a fast-paced environment and are interested in obtaining temporary employment on York’s diverse campus. The Executive Assistant is responsible for providing a full range of secretarial duties including calendar management, drafting and producing correspondence, attending meetings and taking minutes, produces detailed reports and summaries, processes the mail on a daily basis and coordinates with other units. The Executive Assistant is also responsible for handling highly confidential documents, arranges room bookings, ensures meeting rooms are appropriately set-up, arranges catering, parking, etc. for meetings, makes travel arrangements.

While executive administrative assignments vary in the areas of responsibility and in duration, some of the duties you may be responsible for include:

Complete management of the Executive’s calendar. First point of contact for the office. Responds to and/or redirects internal and external queries for the office. Coordinates and organizes meetings and events, which includes but not limited to: coordinating invites, preparation of reports, coordination of materials, ordering food, arranging for travel and accommodation and any other necessary items. Assists in coordinating meetings, events & calendars for other senior staff members within the office. Prepares and coordinates briefing packages. Coordinates information to assist and support on-going projects and initiatives in the division.

What qualifications do you possess? Although the qualifications required for specific assignments will vary, the typical qualifications for Executive Administrative Assistant positions include:

3 years related support working for a senior executive. Ability to work calmly and effectively under pressure of high-volume work with constantly changing priorities. Exercises diplomacy and integrity. Demonstrates patience, tact and confidentiality when dealing with difficult individuals and situations, remaining calm and effective. Strong verbal and written communication skills to deal with a wide variety of issues (internal and external). Advanced: Excel, Word, Calendaring skills.

York University has recently implemented an education and professional designation verification checks process. We request, at the time of interview, you bring with you your original education documentation (post-secondary and above) which is a requirement for beginning work, dependent on role specific requirements. Other job specific checks may include driver’s license verification and/or vss check for which you would be notified during notification of an assignment.

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