Executive Assistant to the Associate Deans

As a team, establish priorities:; reviewing, recommending, and streamlining processes and procedures for efficiency and effectiveness. Provides support and guidance to the Scheduling & Logistics Assistant including:
– Establishing practices and processes for scheduling and meeting coordination for each AD
– Handling complex and sensitive requests for appointments with the ADs
– Providing instruction regarding reorganizing the ADs schedules
– Organizing weekly meetings with the ADs to review and update upcoming schedules

2. Prepares communications for the Associate Deans by:
– Researching and drafting various types of documents on behalf of the ADs, including confidential correspondence, briefing notes, grants and awards, presentations and reports based on brief oral instructions or notes. Tracking action items as required.
– Requesting and collecting information and responses from Departments and Schools within the Faculty; collating results and preparing recommendations; preparing documents, reports or presentations for review.
– Proofreading and copy editing materials.

• Using judgment, discretion and tact in responding to all oral and written communications, using extensive knowledge of the organization and operations of the University and the Faculty of Applied Science.

– Taking accurate meeting minutes and disseminating on behalf of the ADs
– Collecting and compiling relevant documents for review by the ADs in preparation for meetings
– Providing senior administrative support to a series of committees which includes planning and ongoing coordination with the Scheduling & Logistics Assistant, preparation of meeting materials, and minute taking as required
-Overseeing shared document repositories

3. Oversees and supports preparation of conferences, special speaker series, and other events by:
– Working with internal and external stakeholders to secure event venues, plan catering, monitor timelines, and oversee the flow of all aspects of the event to ensure its success
– Preparing and monitoring event budgets
– Liaising with the Director, Communications and Marketing to publicize and raise the profile of key events
– Working as part of the EA team to plan and organize Professorial Lectures, Annual Summer BBQ, Annual Christmas Lunch, Annual Town Hall, Silver and Gold Faculty Recognition Event, Sun Run Team, Dean s Advisory Council and other events as needed

4. Other responsibilities:
– Provides back-up coverage for the EA team during vacations and leaves; and during peak operations periods
– Coordinates with members of the media requesting interviews and/or photo/video shoots
– Documents processes and procedures related to the position and trains replacement staff as needed
– Performs other duties as required

Consequence of Error/Judgement

The incumbent is expected to exercise judgement and initiative in the handling matters of both a routine and non-routine nature requiring the interpretation of University and Faculty policies, procedures and guidelines. Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Discretion in dealing with confidential and sensitive matters is essential. Must be able to exercise judgement and initiative in dealing with administrative matters where there are no established policies procedures or guidelines.

Supervision Received

The incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently, occasionally consulting the Associate Deans with reference to new or complex problems.

Supervised directly by the Administration Manager.

Supervision Given

Provides advice to the Scheduling and Logistics Assistant. Trains new or replacement staff, as required.

Preferred Qualifications

High School graduation and two year post-secondary diploma.2 years related experience or the equivalent combination of education and experience.Ability to be thorough, accurate, and have a high level of attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to proofread, identify and correct missing and incomplete data. Ability to take and transcribe accurate meeting minutes. Ability to effectively use Word, Excel, PowerPoint, Adobe (PDF editor), Zoom, Gathertown (or similar platforms), MS Teams, Qualtrics, SharePoint and Outlook at an intermediate to expert level. Experience with Workday and Canvas or similar learning management platforms, an asset. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate clearly and politely verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to effectively deal with difficult people. Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community. Ability to develop and maintain cooperative and productive working relationships. Presents professionally, demonstrates tact and discretion; maintains privacy and confidentiality of tasks. Ability to plan, schedule and organize a variety of events such as workshops and meetings, visits by officials, receptions, and off-site executive-level meetings. Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job. Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources). Ability to demonstrate anticipatory thinking and proactive problem solving. Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks. Ability to work in a service-oriented manner providing service to internal and external clients.