Executive Administrative Assistant, Office of the Provost and Vice-president, Academic

Required Position

Full-Time Term Appointment until May 1, 2026

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 fast-paced environment and work in an ethical and diplomatic manner with confidential material. The successful candidate coordinates the Provost and Vice-President Academic'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 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, signalling deadlines and expedited matters;
• 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; and
• Performs other duties as assigned.

Qualifications

• Undergraduate degree (communications or related field) with two (2) years of experience as an assistant to a senior administrator or equivalent combination of education, training and experience is preferred;
• Tact, good judgment and leadership ability;
• Excellent written and verbal communication skills in both official languages (English and French) required.
• Strong interpersonal skills. Comfortable interacting with senior leaders in both public and private enterprises;
• Basic accounting and strong budget management;
• High degree of integrity and confidentiality;
• Able to work independently and take initiative, as well as perform effectively as a member of a team; and
• 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.

Apply Now

Applications will only be accepted through our online form.

Position No. A1203-02

Salary $61,608 - $70,614 per year

Competition ends
Open until December 16, 2024 or sooner if a suitable candidate is found.