Executive Assistant

IMPORTANT: Effective immediately

DEADLINE TO APPLY: January 2, 2026

In accordance with ministerial directives issued by the Secrétariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1, 2024, only applications from employees with regular employment status at the College and within the college network will be considered for positions that are not directly serving students.

JOB SUMMARY: UNDER THE DIRECT SUPERVISION OF THE ACADEMIC DEAN, THE EXECUTIVE ASSISTANT PERFORMS A FULL RANGE OF ADMINISTRATIVE SUPPORT ACTIVITIES USING CONSIDERABLE INDEPENDENT JUDGMENT. THE EXECUTIVE ASSISTANT WORKS IN A TEAM ENVIRONMENT AND ACTS AS A LIAISON BETWEEN THE ACADEMIC DEAN AND THE COLLEGE’S ACADEMIC SECTOR MANAGEMENT TEAM. THE ASSISTANT SUPPORTS THE ACADEMIC DEAN IN THE COMPLIING OF PRELIMINARY ANALYTICAL AND SUMMATIVE INFORMATION AS NEEDED.

RESPONSIBILITIES:

NON-SYNDICATED

OFFICE OF THE ACADEMIC DEAN

General Administration
Provide highly efficient administrative and analytical support while maintaining confidentiality and discretion:

• identify matters of priority for the attention of the Academic Dean, schedule necessary meetings, gather relevant background material and prepare agenda;
• analyze all incoming correspondence, reports and submissions ensuring any supporting information is shared as applicable.
• follows up on all requests addressed to the AD, particularly those from government or ministerial authorities, the Fédération des cégeps, the Regroupement des cégeps de Montréal (RCM) the internal community, external parties, etc.;
• in the absence of the Academic Dean, ensure that urgent matters are first brought to the attention of the AD and when necessary, to the attention of either the Director General, or other appointed officer;
• compose letters and memoranda in English and French;
• respond to e-mail, MIO and telephone messages;
• screen complaints, requests, etc. and act where appropriate or refer to other College department(s);
• review all outgoing correspondence as needed, reports and submissions for format, grammatical accuracies and completeness, requesting additional or clarifying information if required, to provide a complete and expeditious reply;
• establish and maintain a reporting control system with the Program Deans, academic sector employeesto ensure that the Academic Dean’s requests are monitored and carried out;
• maintain Academic Dean’s agenda and schedule appointments;
• gather, analyze and process data or information with a view to assisting in preparation of Power Point presentations and summary reports according to specifications of Academic Dean and in anticipation of AD commitments;

• maintain a thorough knowledge of the College organization, most particularly the Academic Sector, its objectives, goals, issues and current priorities.

• manage the Academic Dean’s section of the College intranet, and other storage platforms (e.g. SharePoint);

• monitor the use of the Academic Dean’s electronic signature;

• maintain the Associate Deans’ vacation tracker;

• record the absences/vacations of the Associate Dean’s and other direct reports

• perform other duties as requested.

  Meetings and Events

• Coordinate meetings, conferences and special events between the Academic Dean and senior management staff, other colleges and universities, outside agencies, politicians, representatives of government departments and agencies (international, federal, provincial and municipal), private sector organizations, companies and private citizens:
• greet visitors to the Academic Dean’s Office;
• arrange for special services (meals, parking, etc.);
• arrange special events;
• arrange travel, accommodation and/or other arrangements;
• when requested, attend meetings, take and transcribe minutes.
• Academic Council:
• recording Secretary to Academic Council;
• prepares agenda and draft minutes for the Academic Council Executive meetings;
• prepares the document package for Academic Council meetings, sends electronic copy in advance as per Bylaw 5;
• attends and takes minutes of the meetings of Academic Council;
• follow up on Academic Council recommendations – passing on the necessary recommendations and associated documentation to the secretary to the Board of Governors;
• Budgets
• monitor and follow-up of budgets and financial reports for projects;
• monitor approved budgets, both operational and capital;
• update the Academic Dean regarding office expenditures and advise of any discrepancies;
• prepare and process invoices and payments for Academic Dean’s accounts;
• authorize expenditures within an authorized delegated authority
• Capital Equipment Process - MAOB
• Upon receiving word from Financial Services, communicate, prepare and monitor the capital request for the Academic Sector along with the Academic Dean, Deans and related directors and departments;
• Academic Dean’s List Letters
• Upon receiving the Clara report of eligible students from the Registrar’s Office, produce Academic Dean’s List
• letters with Clara (two times per year).
• Special Projects
• Responsible for leading and executing special projects for the Academic Dean’s Office (i.e.: Policy 7 and PoLicy 1 revisions, bylaws, etc.)

QUALIFICATIONS:

Education

• DEC – preferred in Business Administration - General Administration or equivalent

Specific Requirements:

• 3 years directly related experience
• excellent digital knowledge and of Microsoft Office applications
• superior knowledge of office procedures
• good organizational skills
• English – advanced oral and written
• French – advanced oral and written
• superior ability to deal pleasantly, tactfully and discretely with people
• ability to work autonomously and cooperatively with minimum supervision

Testing may be required to demonstrate knowledge of:

• English advanced (oral and written)
• French advanced (oral and written)
• Word (Intermediate)
• Excel (Intermediate)