Executive Assistant

This is a provisional classification. Formal classification procedures will be initiated by the Compensation & Job Evaluation Unit in approximately six months.

About Dalhousie University

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our 19,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary

The Communications, Marketing and Creative services (CMC) team is responsible for stewarding and enhancing the reputation and awareness of Dalhousie University through brand leadership, communications, marketing, public relations, community and stakeholder relations, creative services, media relations, issues management and crisis communications. Reporting to the Assistant Director, Planning and Operations (A/D PO), the Executive Assistant supports the day-to-day delivery of the operational infrastructure of CMC, providing comprehensive support to coordinate and manage processes required for CMC to operate efficiently and effectively. The EA also is accountable for administrative coordination for the Assistant Vice President (AVP), CMC, providing comprehensive and confidential administrative support to effectively coordinate the strategic priorities of the AVP. The Executive Assistant supports the A/D PO, providing coordination support for routine work and assisting with projects.

Key Responsibilities

• Serves as receptionist and is a first point of contact for CMC. Redirects inquiries as appropriate.
• Provides direct support to the AVP in their day-to-day function, screening email, document preparation and anticipates AVP needs by flagging issues, deadlines, processes, and requirements, preparing as much as possible in advance.
• Maintains and organizes AVP’s schedule and establishes priorities and makes decisions on rescheduling or refusing appointments or invitations as appropriate; arranges internal and external meetings and events, including venue and catering management, document preparation and distribution, and action item follow up.
• Maintains awareness and understanding of key projects and timelines of the CMC and Communications Planning group of campus communicators.
• Coordinates Communications Planning agenda, meetings, and events, including venue and catering management, document preparation and distribution, and action item follow up.
• Assists the A/D PO in providing support on day-to-day financial matters related to transactions for CMC, including preparing financial documents, reconciling transactions, and liaising with other departments on routine financial matters.
• Supports the AVP and A/D PO on routine CMC personnel-related matters, which includes tracking CMC vacations and leaves, preparing payroll documents, assisting in the coordination of interviews, liaising with other departments on routine human resource matters.

Note Qualifications

Business/Office Administration program (undergraduate degree preferred), plus three to five years’ experience in a senior administrative support position, which includes financial and human resource coordination (or equivalent combination of training and experience) is required. Excellent organizational, communication and research skills are needed to manage multiple demands and competing priorities. Proficiency with relevant technology and software, including MS Office is required and strong abilities in Outlook, Excel and PowerPoint are considered key to coordinate and produce a variety of documents (presentations, reports, notes, minutes, etc.). Must be self-motivated with demonstrated ability to problem-solve, establish priorities and meet deadlines. Attention to detail, confidentiality, tact, diplomacy, and sound judgement are critical.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies (https://www.dal.ca/dept/leaders.html), in particular:

• Self-Awareness & Professionalism
• Respect & Inclusion
• Adaptability
• Knowledge & Thinking Skills
• Communication

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Applications from university employees and external candidates are given concurrent consideration. Among short-listed candidates, university employees will be given special consideration.

We thank all applicants for their interest, however, only candidates selected for an interview will be contacted.

Diversity Statement

Dalhousie University is committed to fostering a collegial culture grounded in diversity and inclusiveness. The university encourages applications from Indigenous persons, persons with a disability, racially visible persons, women, persons of a minority sexual orientation and/or gender identity, and all candidates who would contribute to the diversity of our community. For more information, please visit www.dal.ca/hiringfordiversity.