Executive Administrative Assistant, Human Resources

Required Position

Full-Time Appointment

Responsibilities

Reporting to the Associate Vice-President, Human Resources, the full-time Executive Administrative Assistant will provide support to the Associate Vice-President. 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. The successful candidate coordinates the Associate Vice-President's calendar and related activities, including locating confidential files and dossiers, and will also administer and coordinate a variety of projects for the area. The successful candidate will assist in the efficiency and effectiveness of the office by utilizing strong judgement and applying prioritization techniques. This position requires strong interpersonal, organizational and time-management skills.

Some of the duties include but are not limited to:

• Coordinate the Associate Vice-President's calendar and related activities and maintain a thorough overview of the calendar and apply sound judgment;
• Coordinate the Associate Vice-President'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 while providing confidential, discreet support to all aspects of the functions under the purview of this office;
• Receive and perform a preliminary review of incoming correspondence, signaling deadlines, expediting matters and ensure appropriate follow-up;
• Organize appropriate confidential files and dossiers, and locate, assess and track appropriate resources;
• Work under very tight deadlines, an environment with constant changing priorities and work with highly sensitive, privileged and confidential information in an ethical and diplomatic manner;
• Take initiative and make 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;
• Ensure effective liaison between the Executive Team and their assistants by following the governance structure;
• Operate under general direction and with minimal supervision;
• Ability to prioritize, to take initiative and work effectively as part of an administrative team;
• Excellent typing and computer skills using various software including but not limited to, Google documents/folders, Adobe Acrobat Pro, Microsoft Word, Excel, Powerpoint, Groupwise, Datatel and Intranet;
• Perform other duties as assigned.

Qualifications

• Post secondary education in a related field of study with a minimum of two (2) years' experience as an assistant to a senior leader is required or an equivalent combination of education and experience will be considered;
• Experience working within a Human Resources department will be considered an asset. 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;
• Exceptional communication, interpersonal and organizational skills;
• Basic accounting and strong budget management;
• Ability to adapt to and manage changing deadlines, tight timelines and a diverse environment with accuracy and finesse;
• High degree of integrity and confidentiality;
• Motivated with excellent problem-solving and critical-thinking skills;
• Able to work independently and take initiative, as well as perform effectively as a member of a team;
• Excellent competency with various office software and their application.

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.

Apply Now

Applications will only be accepted through our online form.

Position No.

Salary $60,998 - $69,914

Competition ends
Sunday, June 30th 2024 at 4:30 pm