Executive Assistant

4 weeks ago

Vancouver, Canada Simon Fraser University Full time
Union/Affiliation: C.U.P.E. Local 3338
Pay range: $2,017.59 to $2,283.96 bi-weekly SFU Department Descr: Beedie School of Business - Executive Education Program
Position Grade: 7
# of openings: 1
Biweekly Hours: 70

Who We Are

Launched in 1999, Executive Education (ExecEd) at Beedie School has over two decades of experience working with middle and senior-level management professionals in organizations and developing customized non-credit and credit-based education programs. Long-term partnerships guide programming that enables a deep understanding of clients' needs and the design of custom programs to address those needs.

About the Role

Provides administrative and secretarial support to the Associate Dean, Executive Education and Executive Director, Executive Education by screening visitors, telephone calls, e-mail, and mail to identify issues and determine the priorities; scheduling meetings and maintaining their calendars; providing support to committees; and composing correspondence. Assists with moves by arranging office space, furnishings, and equipment. Administers the petty cash fund and prepares expense claims, Procurement Card purchases, and invoices for approval and payment.

The ideal candidate for this role would be extremely organized, with excellent communications skills both verbal and written, along with quick typing skills. The incumbent should be proficient in Excel with the ability to perform and record financial transactions both in Excel and in the university's financial systems. A fast learner especially with technological systems, being able to create forms, automated flows and learn new systems (e.g. CRM). At least 3 years of experience in an Executive Assistant (or very similar) role to be able to support the demands of the unit and team is preferred.

Qualifications

High school graduation and one year of post-secondary education including training in word processing, spreadsheet, and database applications, and in secretarial practices. 3 years of experience. An equivalent combination of formal education, certificate/program of study and experience is acceptable.

Excellent financial processing knowledge and skills using Excel. Excellent skills in using Microsoft Office tools such as Word, PowerPoint, Forms and others. Ability to use and learn quickly different technology (e.g. learning management system, process automation, forms collections, financial systems). Able to work in a very dynamic and fast paced environment, meeting several needs across the department. Excellent typing skills. Excellent interpersonal and communications skills both written and verbal. Organized with ability to manage tasks, actions, small projects/workflows.

What We Offer

At SFU, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth and development, as well as a safe and respectful workplace. We offer continuing employees who belong in the Canadian Union of Public Employees (CUPE Local 3338):

3 weeks’ vacation (prorated for the first year)* Hybrid-work program for eligible positions Employer paid defined benefit pension plan On-campus tuition waiver for employees and their immediate family members* Funding for professional development expenses* And more

*Prorated for part-time employees

Additional Information

For external candidates, the starting salary is the first step of the salary range.

The position requires to work with multiple executives, assisting with their schedules, meetings, files and task organization. Candidate should be strong in finance and working with numbers/budgets and costing. 

Must be able to work flexible hours including weekends, evenings, and holidays as part of events management and coordination.

The job will also require office/furniture organization and arrangements, working with clients in the space and visitors.

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