Executive Assistant - Saskatoon, Canada - University of Saskatchewan

University of Saskatchewan

Verified Company

Saskatoon, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Executive Assistant:

Primary Purpose:
The Executive Assistant provides confidential executive and administrative support to the Saskatchewan Centre for Patient-Oriented Research (SCPOR).

SCPOR, part of a federal, provincial and territorial partnership to support the Strategy for Patient-Oriented Research (SPOR), builds on capacity and collaborations to conduct responsive, equitable, innovative, patient-oriented research that continuously improves the care and health of Saskatchewan people.

SCPOR Programs will incorporate the efforts of communities, provincial ministries, the healthcare system, and post-secondary academic organizations to effectively translate evidence-based innovations into practice across Saskatchewan, including rural, remote, and Indigenous communities.

Nature of Work:

Reporting to the Executive Director, the Executive Assistant uses discretion and sound judgment to understand and set his/her own priorities to ensure, both short-term and long-term, that the needs of SCPOR are met.

The ability to build trust and maintain positive provincial and national relationships are critical for this role.

The position may be stressful given the high volume of work, complex problems, tight deadlines, multiple organizational stakeholders, and the need for accuracy.

Typical Duties or Accountabilities:

Executive Support:

Provides daytoday organization and strategic management of the calendar of the Executive Director establishing a balance between meeting and office/work time, determining realistic priorities for meeting requests and allowing sufficient flexibility for shifts in response to the fast paced and continuously changing agenda of the Executive Director.
Ensures the Executive Director and, where appropriate, members of the Team are fully prepared for all commitments (i.e. preparing background material and briefing notes, making travel arrangements, etc.).
Drafts and prepares letters, speaking notes, presentations and other similar materials.
Ensures the timely and judicious articulation of those issues about which the Executive Director needs to be aware, and/or which the Executive Director alone can address or refer.
Identifies issues and risks, provides credible and complete information and develops and implements solutions as appropriate.
Protects the integrity and reputation of SCPOR in all communications.

Governance Support:

Provides administrative support and coordination for governance committees. This includes drafting agendas; coordinating the preparation of reports; providing appropriate information and materials to the members and guests of the committees; maintaining accurate records of meetings including correspondence and reports; and tracking and where appropriate acting upon decisions and outcomes.
Supports ongoing communication with members, partners and other stakeholders
Supports the membership renewal and onboarding process for committee members.

Administrative Support:

Working closely with the Executive Director and the Team, provides administrative support and coordination for confidential correspondence, proposals and contracts, reports, and regulatory documents.
Provides administrative support and coordination for other committees and teams.
Responsible for the development and maintenance of a central filing system for the Centre and for ensuring confidential handling and disposal of materials.
Researches and presents complex information in concise professional reports or visual presentations and includes recommended strategies, where appropriate.
Provides administrative support for special projects as required.

Education:
A relevant university degree or college diploma. An equivalent combination of education and experience may be considered.

Experience:

Five to seven years' experience providing executive support to a senior leader in a small-medium sized organization with progressively more responsible roles.

Experience working within an academic institution is preferred.

Skills:
Demonstrated ability to effectively work with decision-makers to achieve solutions to complex problems and sensitive situations is required. Strong written and verbal communication skills and relationship building skills are also essential to the success of this position.

The position requires the incumbent to be highly motivated and self-directed; have excellent problem analysis and problem-solvingskills; demonstrate the ability to research, summarize and effectively present information; understand and maintain confidentiality; handle sensitive matters diplomatically and discreetly; think creatively and strategically; and demonstrate capacity to manage multiple initiatives with tight timelines and competing demands.

Applications will be reviewed as received.

Department:
Saskatchewan Centre for Patient-Oriented Research (SCPOR)

Status:
Term until March 31, 2027 with the possibility of extension
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