Administrative Assistant, Office of the Provost and Vice-President Academic
3 weeks ago
Reporting to the Senior Executive Manager, the Administrative Assistant is responsible for providing executive level confidential administrative support to the Provost’s Office and assisting with the management and administration of day-to-day operations. The role is demanding, and the Administrative Assistant must have the ability to effectively manage multiple tasks, projects and activities, often with conflicting priorities. The Administrative Assistant often deals with very sensitive and confidential issues and must have the ability to communicate with a wide range of constituents tactfully and professionally.
The incumbent will have initiative, be self-directed and self-motivated, acting with minimal supervision to address confidential and politically sensitive issues and correspondence in a timely manner. The incumbent must anticipate the needs of the Provost’s Office and liaise with other senior executive offices including the Offices of the President, other Vice-Presidents, Associate Vice-Presidents, General Counsel, People and Culture, TRUFA, IT Services, Finance, and others as required. Working in a fast-paced environment, the incumbent will use highly developed interpersonal, organizational and communication skills, as well as superior word processing skills, to ensure the effective and efficient day-to-day operation of the office.
MAJOR RESPONSIBILITIES
- Provide discreet and tactful service as the first point of contact for the Provost’s Office
- Assist with the management of the confidential schedules of the senior leaders within the Provost’s Office; prioritize calendar and correspondence so emergent issues are addressed in a timely manner and customer service for the Provost’s Office is kept at a high level
- Provide confidential administrative support for various projects, committees and initiatives including managing appointments and meetings, making travel arrangements, preparing meeting materials, agendas and meeting minutes; sorting, tracking and directing correspondence; addressing enquiries; drafting correspondence; distributing materials to stakeholders as required
- Assist with the management of special projects and other assignments and bring them to successful conclusion
- Maintain a variety of tracking mechanisms such as internal distribution lists, internal and external contact lists, organizational charts, mail-tracking spreadsheets, etc.; maintain a comprehensive and efficient filing and reliable bring-forward system
- Organize workflow and determine priorities to meet the needs and requirements of assigned area; independently and proactively resolve day-to-day problems; handle politically sensitive materials and redirect to the appropriate parties to manage
- Gather a wide variety of information for the Provost’s Office and ensures that strict timelines and deliverables are met
- Review requests for the Provost’s signature on a wide variety of correspondence and contracts; ensure that internal processes and institutional procedures have been adhered to
- Reconcile purchasing cards and reimbursements, submit travel expenses, create web requisitions, submit Archibus requests
- Provide logistical support during executive searches, including securing the calendars of internal stakeholders during candidate visits, arranging campus and real estate tours, securing transportation and accommodation, etc.
- Procure and maintain office supplies and equipment
- Responsible for maintaining applicable areas of the TRU website
REPORTS TO
Senior Executive Manager
REQUIRED KNOWLEDGE/SKILLS/ATTRIBUTES
This position requires a high degree of initiative and meticulous attention to detail. The incumbent must possess a professional attitude, maturity, diplomacy, tact, discretion, confidentiality, and strong conceptual skills.
- A university degree in a relevant discipline with a minimum of 3-5 years of related experience, or a post-secondary diploma in a related field with a minimum of 5-10 years of related administrative experience supporting a senior-level manager
- Experience in a post-secondary environment is an asset
- Demonstrated ability to provide effective and efficient administrative support at the senior executive level
- Ability to work strategically and cooperatively with members of the university community
- Excellent communication and interpersonal skills; outstanding ability to draft complex documents and correspondence that are clear, concise and with the appropriate tone; ability to editorialize and correct
- Demonstrated ability to multi-task, work under tight deadlines, often while changing focus
- Excellent organizational skills and recordkeeping
- Demonstrated ability to make effective decisions and problem solve; resourceful; use judgement based on practice and precedent to select appropriate resources to implement solutions
- Advanced computer literacy skills and the ability to learn/use multiple software programs
- Ability to work independently and direct one’s own time management to accomplish goals, as well as the ability to work effectively within a team environment
- Project management experience
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