Executive Administrative Assistant, Office of the Provost and Vice-President Academic
Required Position
Full-Time Term Appointment until August 2024
Responsibilities
RESPONSIBILITIES:
Reporting to the Assistant to the Provost and Vice-President Academic, the full-time Executive Administrative Assistant will provide support to the Assistant and to the Provost and Vice-President Academic. The full-time Executive Administrative Assistant will serve as a confidential executive secretary and will provide bilingual administrative assistance while being able to function efficiently in a high stress environment and work in an ethical and diplomatic manner with confidential material.
Some of the duties include but are not limited to:
- Coordinate the Provost and Vice-President, Academic’s calendar and related activities and maintain a thorough overview of the calendar and apply sound judgment;
- Coordinate the Provost and Vice-President, Academic’s travel requirements and related activities and ensure that all related aspects are efficiently organized;
- Assist with the office budget (i.e. preparing purchase orders, paying invoices);
- Dealing with highly sensitive, privileged and confidential information;
- Receives and performs a preliminary review of incoming correspondence, signaling deadlines and expedited matters;
- Recording secretary for the Council of English Language Programs and Conseil des programmes en français;
- Excellent typing and computer skills using various software including Adobe Acrobat Pro, Microsoft Word, Excel, Powerpoint, Gmail and Google software, Zoom, Datatel and Intranet (LUNET);
- Takes initiative and makes decisions on issues related to general office duties, functions and responsibilities, anticipating emerging issues of consequence and developing approaches to address same, knowing when to seek guidance and direction;
- Ability to manage changing deadlines and tight timelines with accuracy and finesse;
- Ensures effective liaison between the Executive Team and their assistants by following the governance structure;
- Operates under general direction and with minimal supervision;
- Ability to prioritize, to take initiative and work effectively as part of an administrative team;
- Performs other duties as assigned.
Qualifications
- Undergraduate degree in communications or related field with two (2) years’ experience as an assistant to a senior administrator or equivalent combination of education, training and experience is preferred;
- Tact, good judgment and leadership ability. Comfortable interacting with senior leaders in both public and private enterprise;
- Excellent communicator in both English and French, both written and oral;
- Strong interpersonal skills.
- Basic accounting and strong budget management;
- High degree of integrity and confidentiality;
- Confident and willing to take initiative.
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
Effective May 1, 2022 the Policy and Program on COVID-19 Vaccination are placed in abeyance. This means the Policy and Program on COVID-19 Vaccination are paused at this time; however, they are not canceled and could be reinstated at a future date if public health conditions warrant it, or through guidance from federal, provincial or local public health authorities. The evolution of the virus and the course of the disease activity are difficult to predict and it may be necessary to reinstate the Policy in full or in part, on short notice. When the Policy and Program on COVID-19 Vaccination are paused, persons entering Laurentian’s campus will no longer be required to provide proof of vaccination in order to attend campus.
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Applications will only be accepted through our online form.