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Executive Assistant, Office of the VP University Relations

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Job ID: 14634

Updated: January 19, 2018

Location: Main Campus

Position Overview

The Office of the VP University Relations is currently seeking a Full-time Regular Executive Assistant .

The Executive Assistant is the senior administrative resource and provides a high level of support for the Vice President University Relations (VPUR). The work requires a strong understanding of how an effective executive administrative office should operate. Success in this position includes efficient management of calendar, time, information, email correspondence and the creation of various documents. The ability to work in a team environment in an open and consultative communications style, act decisively, exercise initiative and good judgement along with the ability to remain flexible and highly professional are requirements for this position.

Considerable discretion is required as the position is privy to and works with highly confidential materials. The ability to communicate knowledgeably with stakeholders at all levels is critical as the position has frequent interactions with senior leadership and support staff, administrators and others from post-secondary institutions, government, and the general public. Exceptional diplomacy, tact, and communication skills are required. The work environment is fluid, with shifting priorities, competing deadlines, and frequent interruptions therefore the ability to work successfully under pressure is important.

Hours of work are standard; however some evening or weekend work may occasionally be required. This position reports to the Executive Director, Office of the Vice-President (University Relations).

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Executive Administrative Support

  • Strategically manage the VP’s calendar; applying standards that provide a balance between meetings and office/work time, reflect realistic priorities in terms of who and when to book into the calendar, allowing sufficient flexibility for shifts in response to the fast paced and fast changing agendas; taking into account long term planning and anticipation of key events, along with strategic blocking of time for critical planning activities
  • Handle a large volume of meeting requests via telephone, email or in person with great sensitivity and tact
  • Ensure the VP is well informed regarding itineraries, venue, meeting participants, and work proactively to ensure that all supporting documentation is gathered in advance so that the VP is well prepared at all times
  • Ensure that the VP’s contact list is current at all times
  • Manage all travel bookings, arrangements and other related activities
  • Manage the entire compliance and disclosure of expenses processes for the VP. This includes adherence to strict deadlines and strict prescribed process. This also includes reviewing expense reports for Associate VPs ensuring accuracy and compliance of all documentation
  • Coordinate meetings, prepare agendas, take notes and follow up on action items on behalf of the VP
  • Manage all publication subscriptions and renewals as requested by the VP
  • Prepare correspondence in a professional articulate manner on behalf of VP
  • Provide administrative support and prepare expense reports for the Executive Director

Administration

  • Work closely with the other executive assistants in University Relations to provide comprehensive support to the portfolio
  • Create/maintain/update a comprehensive Executive Assistant Procedures Manual
  • Coordinate the planning of meetings and events, including scheduling, booking rooms, equipment and catering
  • Coordinate mass mailings for the Office of the Vice-President (University Relations)
  • Organize and maintain efficient organization of electronic and hard copy administrative files
  • Share responsibility for coverage of executive reception duties during lunch hours
  • Maintain a working knowledge and understanding of the policies, procedures, aims and purpose of the University of Calgary

Communication

  • Ensure information requests are handled appropriately with highly developed judgment and communication skills in a timely manner
  • Deal with all communications in a professional and proficient manner at all times with all people
  • Develop and maintain positive working relationships with University Relations staff, internal and external stakeholders
  • Use initiative and good judgment, and work in a cooperative, timely and efficient manner that is proactive in communication and sharing information
  • Maintain highest standard of professionalism, ethics, and outlook

Qualifications / Requirements:

  • Post-secondary education in Administration or related field with 5-10 years of experience at the senior/executive level is required
  • Superior proficiency in Microsoft Office Suite, the ability to acquire a high-level understanding of the university business systems (PeopleSoft) and to quickly learn new software applications
  • Demonstrated ability to interact professionally with a wide range of internal and external contacts
  • Superior organizational skills with the ability to focus on multiple tasks effectively and efficiently with a high attention to detail and accuracy along with a high degree of personal initiation
  • Knowledge of university governance, organizational and committee structures, including the decision-making process and areas of jurisdiction within the University is an asset
  • Ability to work well under pressure, prioritize and meet deadlines
  • Good judgment, tact and diplomacy in dealing with others
  • Excellent written and verbal communication skills
  • Knowledge of the University environment is an asset

Application Deadline: January 18, 2018

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is classified in the Operational Administrative Career Band, Level IV of the Management and Professional Staff Career Framework.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

 

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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