Office Manager & Executive Assistant

Overview

Term : 2 years

The Office Manager and Executive Assistant (OM&EA) is responsible for overall administrative management and effective day-to-day operational activities at WatSPEED with an ongoing focus on operational hygiene and logistical support.

This includes human resource administration, financial processes, facilities, project management, general office operations, health and safety, liaising with campus partners, and scheduling assistance for department resources.

Additionally, the OM&EA provides support to the Associate Director Systems, Finance & Operations (AD-SFO) on a range of operations and plays a key role in the efficiency and overall functioning of the department.

The OM&EA is responsible for supporting the Executive Director (ED) achieve their priorities by effectively and efficiently providing comprehensive administrative and logistical support.

Detailed calendar management for the ED plus providing overall executive assistance in respect to all activities in the ED’s area of responsibility, including travel and expense-related activities, is required.

This includes liaison on behalf of the ED with senior administrators across the University; with C-suite contacts at corporations and government departments across Canada, and occasional international endeavors.

As key liaison for a high visibility department, the EA&OA must ensure WatSPEED and the University are represented professionally.

Responsibilities

Administrative Management

• Supports the ED and AD-SF&O in creating processes, documentation, and materials for strategic and operational planning, goal setting, and the related monitoring and reporting tasks
• Develops processes, projects, and metrics and follows up for iterative continuous improvement after implementation
• Generates information and reports as required. Information must be compiled, analyzed, formatted, and modified to meet various administrative needs with a high degree of accuracy
• Oversees space and asset management tasks
• Provides continuity in the absence of the AD-SF&O and has the discretion to make decisions that are aligned with departmental strategies and goals

Financial Operations

• Manages confidential files pertaining to budget and HR-related matters
• Facilitates purchasing tasks including preparing RFP’s, obtaining quotations, and sourcing qualified suppliers
• Responsible for the 'purchasing to payment process' ensuring that purchases are accurately received, recorded, and processed in accordance with procurement guidelines
• Executes internal transfer requests, external invoicing, casual payroll, and overtime processes
• Reviews or provides oversight for personal reimbursement requests (travel claims and requests for payment) to ensure accuracy, compliance, eligibility, and appropriate account coding
• Reviews and / or reconciles purchasing cards monthly (ensuring all invoices, tracking of purchases, and monthly statement reconciliation is completed following University guidelines, procedures, and processing requirements) and serves as internal support for new P-card holders;

advises staff on usage, training, record-keeping practices, etc.

Review or approves bank deposits

Operations Management and Office Administration

• Handles complex and confidential document and report development (. Personal Action forms, work from home plans, payroll changes,
• Responsible for the documentation required for human resource processes / issues (. new staff, departures, leaves, salary re-allocations,
• Manage the finance and operations generic email account, responding or disseminating as required
• Co-manages the office request tracker (RT) queue, to ensure the successful resolution of outstanding building issues and works with Plant Operations and Central Stores
• Performs general office administration duties including Telephone Services administration, oversight for the department WatCard, ordering office supplies, incoming / outgoing mail
• Keeps abreast of institutional process and systems changes that will impact WatSPEED administrative processes and practices, including the departments of Finance, Procurement, Human Resources, Health and Safety
• Primary point of contact for Health & Safety items

Executive Administrative Support

• Provides executive level administrative support for the ED, including detailed calendar management, expense and travel related activities, and the preparation of confidential materials
• Handles travel arrangements for the Executive Director

Collaboration

• Participates regularly in department working groups to understand and contribute to planning and decision making
• Establishes and maintains strong collegial and productive relationships with colleagues in other departments, sharing best practices and developing solutions to shared issues within the sector
• Models the values of the department and the priorities of the Senior Leadership Team (SLT) in interactions with internal and external partners

Qualifications

• University undergraduate degree preferred
• Substantial experience and education, including several years of increasing responsibilities, will be considered
• 5+ years of progressively responsible experience implementing innovative administrative processes with the ability to support executive level positions while providing operational and administrative management at a senior level in a large institution or corporation
• Experience in financial administration is required
• Experience working within an environment where building strong working relationships with internal and external key stakeholders is a critical operational function
• Experience in the post-secondary education field is an asset
• Superb analytical, planning, and organizational skills with meticulous attention to detail
• Excellent written and verbal communication skills
• Extensive administrative experience with a demonstrated ability to manage multiple tasks, meet deadlines, and excel in a multi-stakeholder, complex environment with frequently changing, time-sensitive priorities
• High degree of responsiveness, ability to complete tasks swiftly and accurately while maintaining confidentiality
• Excellent judgement, discretion and diplomacy, sensitivity to diversity, and a strong customer focus
• Collaborative team player comfortable leading as well as executing and taking constructive input from multiple sources
• Demonstrated success in a team environment is required, with a quick and accurate analysis of issues, frequent communication of priorities, and a collegial resolution of issues is expected
• Ability to serve the needs of multiple stakeholders and elicit their confidence and cooperation
• Working knowledge of budgets, financial management, financial systems, and project management
• Familiarity with best practices for assessing, developing, and implementing new business processes and procedures
• Proven ability to handle highly sensitive and confidential matters with discretion
• Strong technical aptitude and proficiency in a Microsoft Office environment
16 days ago