Executive Administrative Assistant, Office of - Greater Sudbury, Canada - Laurentian University

Laurentian University

Verified Company

Greater Sudbury, Canada

3 weeks ago

Posted by:

Sophia Lee

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Home > Career Opportunity

Executive Administrative Assistant, Office of Francophone Affairs:

Required Position:

Full-Time Appointment

Responsibilities:

The Office of Francophone Affairs (OFA) oversees the development and influence of the Francophonie at Laurentian University.

It fulfills this mandate within and beyond the University through numerous partnerships in the postsecondary realm in Ontario and Canada, as well as the regional and provincial associative sectors.

The executive administrative assistant performs some or all of the following duties under the supervision and at the request of the manager:

Provide complete confidential administrative support to the OFA;
Manage the administrative aspects of various projects at the request of the manager;
Prepare and update documents, financial reports, business plans and triannual reports;
Prepare, design, revise, proofread and ensure quality control of various documents (timecards, reports, letters, presentations, forms, tables, graphics);
Organize and take part in internal and external meetings, book rooms and write meeting minutes; prepare, produce and distribute documents, agendas and minutes;
Collect and compile data and information;
Receive, verify and forward invoices, authorization requests, reimbursement forms and purchase orders;
Maintain a record of expenditures, and perform reconciliations and monthly filing;
Restock office and computer supplies;
Make reservations for OFA staff for meetings or business travel;
Receive and respond to requests for information, and greet and direct visitors;
Establish and maintain an effective filing system;
Establish and update databases related to partner contact information, working groups, committees and other distribution lists as well as inventories of equipment, tools and promotional items;
Collaborate with the OFA team for the logistics of meetings, conferences, receptions, special events and various other OFA activities;
Work in collaboration with Laurentian University support staff.

Qualifications:

Undergraduate degree in business administration or project management with two (2) years of expirience as an assistant to a senior administrator or equivalent combination of education, training and experience is preferred;
Fluency in written and spoken French and English;
Advanced literacy skills to provide adequate Frenchlanguage support to the OFA;
Experience in office administration, and secretarial skills;
Reporting, bookkeeping and database skills;
Computer skills, including Google Workspace (disk, documents, spreadsheets, presentations, forms, calendar, Gmail) and Adobe, and knowledge of social media;
Numeracy skills (fundamental accounting knowledge to track expenses and manage budgets);
Excellent aptitude for teamwork;
Ability to work independently, respect tight deadlines and manage priorities while working on several projects;
Excellent communication, interpersonal, networking, collaboration and problemsolving skills;
Excellent organizational skills, initiative, tact and discretion.

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.