Administrative Assistant

Overview

Term : 1 Year

The Administrative Assistant, reporting to the Associate Director, Research Strategic Initiatives, is responsible for the organizational, secretarial, and administrative support for the Associate Vice Presidents (AVPs) and the Research Strategic Initiatives team in the Office of Research (OR) and the Office of the VPRI.

Responsibilities include maintaining daily schedules and itineraries and also providing overall administrative and executive assistance in respect to all activities of the AVPs’ areas of responsibility.

Responsibilities

Administrative support

• Works closely with the Administrative Assistant, Strategic Initiatives, the Executive Assistant to the Vice President Research and International, and the rest of the administration team to provide professional, efficient support to the leadership of the Office of Research
• Is fully cross-trained on the primary duties of both the Executive Assistant to the VPRI and the other administrative staff in office to ensure the provision of service during times of absence
• Manages AVP schedules, arranging all meetings on and off campus. Representing the AVPs in a professional manner at all times, anticipates requirements and assembles material and briefings for meetings and appointments
• Coordinates travel arrangements, completes travel claims and manages the AVPs’s itineraries including the provision of appropriate documentation
• Facilitates meetings by booking facilities and refreshments, preparing handouts and reports, assisting with electronic presentation notes, producing meeting notes, handling responses and attending to special requests
• Provides back-up support of key duties to members of the administrative team to ensure effective coverage during vacation and other absences
• Provides a wide range of administrative support to members of the OR and OVPRI
• Researches and prepares letters, agendas and other material to support the OR and OVPRI
• Takes initiative to draft correspondence, letters, memos, etc.
• Interacts with the Vice-President Research and International, Offices of the President, Provost and other administrators to relay information, seek advice and engage parties in meetings
• Responds to inquiries and information requests in a timely, confidential and professional manner
• Performs research to assist in the preparation of reports, briefing notes, letters, agendas, information packages and a variety of other materials as required by the AVPs
• Responds to telephone calls and emails on behalf of the AVP as required
• Performs duties with a high degree of accuracy and accountability

Hosts meetings / events

• Assists with the preparation and execution of meetings including recording of minutes, scheduling, set-up, catering and equipment orders as required
• Provides assistance at events hosted by the OR and OVPRI
• Obtains profiles and background materials, researching websites for relevant information, prior to meetings of the AVPs with external visitors

Service Excellence

• Greets visitors in a positive, enthusiastic and helpful manner, understanding the importance of first impressions
• Maintains positive, collaborative relationships within the office, on campus and with external partners to ensure exceptional engagement, customer service and collaboration
• Proactively finds solutions to address issues in a flexible, efficient manner
• Engages, listens and seeks to understand the needs and expectations of all in-person, telephone and online interactions
• Provides courteous, timely and efficient service. Acknowledges receipt of correspondence promptly, managers expectations of response ties, and provides pleasant, enthusiastic and professional communications
• Support the team in preparing for events and special guests

Qualifications

• University degree or equivalent combination of administrative education and experience
• 3-5 years administrative experience, preferably in an academic environment
• Proven ability to deal with confidential issues and interact effectively with a wide range of individuals
• Demonstrated experience managing executive-level schedules, using sound judgement to ensure effective use of resources
• Extensive experience communicating information clearly and concisely
• Proven aptitude for attention to detail and ability to manage multiple demands in a fast-paced work environment
• Experience in agenda planning, calendar maintenance and minute recording
• Experience in drafting senior level reports and correspondence
• Strong interpersonal, organizational and communication skills with the ability to take initiative.
• Outstanding organizational, analytical and problem-solving skills
• Strong communication skills, including writing and editing
• Ability to remain calm and in control when faced with multiple, often simultaneous, demands for attention
• Ability to assess and prioritize a busy workload
• Proven ability to handle with confidence and discretion highly sensitive and confidential matters.
• Advanced knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel is required
• Demonstrated ability to act in a professional manner, with discretion and diplomacy
• Demonstrated ability to work collaboratively with senior administration and with team members from a variety of disciplines
• Knowledge of the University’s systems, policies and procedures would be an asset
29 days ago