Executive Assistant

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Posting #:AP 15/2014
Posted:May 29, 2014
Employment Status:Permanent Full-Time
Faculty:Not Applicable
Department:Office of the Vice President, Finance & Administration
Grade:Job Group L
Salary Scale:$48,105 - $73,060 per annum* (effective July 1, 2013)
Hours of Work:
Start:ASAP

Job Summary

Why Brock?
Our unique philosophy takes students beyond the pursuit of academic excellence. To achieve this philosophy we endeavour to take our employees beyond the pursuit of just a career. Brock is a place where left-brain and right-brain thinking come together. We encourage our employees to utilize their rational/analytical thinking in concert with their emotional/creative sides in order to have an engaging and rewarding career. We’re one of the fastest-growing universities in Ontario, with hundreds of millions of dollars committed to new construction and programs. We’re small enough to be intimate and big enough to attract world-class minds. Located at the centre of Canada's beautiful Niagara Peninsula, Brock offers an exciting work environment with strong undergraduate, graduate and interdisciplinary programs and a vigorous research culture. We are looking for qualified people who will bring their expertise and dedication in support of the University’s goals and objectives.

The Opportunity
Reporting to Vice President, Finance & Administration (VP), the Executive Assistant is responsible for providing executive level administrative support to the VP.

Duties and Responsibilities
• Receiving inquiries, and addressing issues and concerns on behalf of the VP, seeking expert advice from other University offices as required
• Acting as the principal liaison for all contact with the VP; exercising initiative and judgment to ensure business needs are met, and acting as an advisor and confidant to the VP
• Scheduling the VP’s time, both on and off-campus responsibilities, anticipating requirements and assembling the requisite preparatory material and briefings for meetings and appointments
• Preparing correspondence, reports, presentations, and summaries for the VP as required, investigating necessary background and context and drafting responses accordingly. Utilizing research skills to gather appropriate data and documentation, and communicating/explaining to the recipients the decisions provided
• Advising on, and interpreting administrative policies and procedures, including signing authorities and responsibilities, often necessitating investigation, judgment and institutional memory. Providing advice and counsel on behalf of the VP, where many issues are unique, with no policy or precedent in place to determine actions requiring the ability to define the problem, determining potential options and solutions, and recommending the most appropriate course of action
• Providing oversight and support for the operation of committee meetings for the VP
• Initiating, planning, coordinating, organizing and attending events that originate in the VP’s office (e.g. luncheons, dinners, other social occasions)
• Conveying an open and transparent environment in the Office of the VP, determining which items must be maintained as confidential, and what can be provided publicly to ensure the integrity of this culture is maintained
• Liaising with the President’s Office, the Office of the Provost, VP, Academic, and University Communications regarding communications and public relations activities to ensure appropriate coordination
• Overseeing the Office of the VP budget
• Preparing the VP for meetings, events and other engagements by means of briefing notes/binders, speaking notes, and executive summaries with analytic overview and commentary
• Acting as a resource and providing information, critical analysis, and recommendations regarding complex, sensitive and/or highly confidential situations to the VP and senior administration reporting up to the VP, and implementing and evaluating related decisions as necessary

Qualifications

The ideal candidate will have:
• Relevant university degree (e.g. Business Administration, Psychology, Communications, Social Sciences) or a combination of relevant post-secondary education and experience
• 8 – 10 years of progressive, well rounded and relevant experience with a proven track record of achievement and success providing strategic, administrative and management assistance to a senior role
• Strong project management skills and demonstrated ability to execute multiple high level projects simultaneously with multi-stakeholder involvement in a complex environment
• Proven ability to build strong relationships at all levels of the University, as well as external stakeholders
• Demonstrated ability to effectively utilize problem solving skills in complex and urgent situations
• Demonstrated maturity of judgment, tact and diplomacy, and highly developed interpersonal skills and outstanding verbal and written communication skills
• Financial management experience including budget development and allocation
• Strong research, analytical and technological skills along with superior organizational/event planning skills and detail orientation
• Proven ability to maintain confidentiality and exercise discretion in all communications
• Working knowledge of various board governance structures and operations

Notes

Note to applicants: first consideration will be given to qualified internal applicants.

This position includes full comprehensive benefits coverage, including tuition waiver. Applicants are invited to submit a resume and cover letter, including salary expectations, by applying online below by June 9, 2014.

We appreciate all applications received; however, we will contact only those candidates selected for an interview.

Brock University is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environment. We will accommodate the needs of the applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Department to ensure your accessibility needs are accommodated through this process. Information received relating to accommodation measure will be addressed confidentially.

*The salary range indicated is representative of all positions evaluated at this level. Actual salary is determined by examining related skills, experience, budgetary restrictions and both internal and external equity comparators.

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