Executive Administrative Assistant, Office of the Vice-President, Research
Required Position
Full-Time Appointment
Responsibilities
Reporting to the Vice-President, Research, the Executive Administrative Assistant will provide support to the office of Vice-President, Research. The 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:
- Manage the Vice-President, Research’s calendar (setting up meetings, ensure schedule is up-to-date, applying sound judgment when conflicts arise);
- Managing the office operating and research budgets (i.e. preparing purchase orders, paying invoices, preparing invoices for Innovation and Commercialization patents);
- Dealing with highly sensitive, privileged and confidential information while providing confidential, discreet support to all aspects of the functions under the purview of the office;
- Receives and performs a preliminary review of incoming correspondence, signaling deadlines, expediting matters and ensure appropriate follow-up;
- Monitor Office of Research Services and Graduate Studies signature files requiring the Vice-President, Research’s attention;
- 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;
- Organize appropriate confidential files and dossiers, and locate, assess and track appropriate resources;
- 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
- Graduate of a college Office Administrator Diploma program with three (3) years’ experience as an assistant to a senior administrator or equivalent combination of education, training and experience;
- Tact, good judgment and leadership ability. Comfortable interacting with senior leaders in both public and private enterprise;
- Excellent typing and computer skills using various software including but not limited to, Google documents/folders, Adobe Acrobat Pro, Microsoft Word, Excel, Powerpoint, Google, Datatel and Intranet;
- Excellent communicator in both English and French, both written and oral;
- Strong interpersonal skills;
- Experience with accounting/bookkeeping skills and strong budget management;
- High degree of integrity and confidentiality;
- Confident and willing to take initiative; and
- In depth knowledge of Microsoft Office and experience working with integrated management information systems.
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.