Executive Assistant - Saskatoon, Canada - University of Saskatchewan

University of Saskatchewan

Verified Company

Saskatoon, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Executive Assistant - Institutional Planning and Assessment:

Primary Purpose:

To provide confidential and high level administrative and project support to the Senior Directors, institutional planning and assessment (IPA).

As executive assistant supports the Senior Directors in their roles and works closely with and on behalf of the Senior Directors to prioritize the work of the office, identify and resolve issues as they arise, make recommendations; communicate with the office staff on a variety of issues, manage projects and committees, establish timelines and workflows; build relationships and the reputation of the IPA in all contacts, and collaborate with a wide range of stakeholders across and outside of the university.

This position works in conjunction with the Executive Administrative Director (EAD) and the Human Resources Strategic Business Advisor (SBA) and coordinator to provide human resources leadership, support and direction to the IPA, is responsible for recruitment and retention of staff, in support of the IPA leadership team.

Nature of Work:
The executive assistant reports to the Executive Administrative Director and with day-to-day direction provided by the Senior Directors. This is a high volume, fast paced position involving tight timelines and multiple competing priorities. On a daily basis, it is necessary to adapt to shifting priorities and timelines, frequent interruptions and competing interests.

This position works closely with the Senior Directors in a highly confidential manner to investigate and resolve issues, make recommendations and coordinate responses on behalf of the office and portfolio, communicate to the university community on a variety of issues and initiatives, coordinate and manage projects and collaborate with a wide range of stakeholder offices, including but not limited to the to the office of the Provost and Vice-President Academic and other senior administrative offices.

This position works directly with the Senior Directors, and in this context uses their discretion and sound judgment to prioritize to meet deadlines in an environment where there is continuous change, shifting priorities and frequent interruptions.

This position requires timely and effective follow-up on decisions with mínimal direction, as well as effective and accurate exchange of specialized and complex information to others.

The impact of error is high as the position is responsible to ensure that unit's responsibilities and project work, under the direction of the Senior Directors, are completed accurately and in a timely manner, and to ensure the Senior Directors and other senior administrators have access to necessary, accurate and timely information.

Confidentiality and considerable discretion are required as this position is privy to and works with sensitive, highly confidential information. The ability to trust and maintain positive relationships within and external to the units are critical for this role.

Typical Duties or Accountabilities:

Administrative

Provides highlevel support and coordination to the Senior Directors, including developing agendas, briefing notes and background material; followup on action items; conduct research, analyzing materials and produce and/or participate in the development of reports and supporting documents; coordination of all travel arrangements including flights and accommodations; monitor and draft correspondence on behalf of the Senior Directors or for senior university governance and committees.
Prepare and distribute meeting materials and associate logistics to ensure that the Senior Directors are prepared for all meetings and committees.
Supports institutional projects as assigned, by providing support for projects, project teams, task forces, working groups, committees, colleges, schools and administrative units.
Shares knowledge appropriately and freely to allow fully informed decisionmaking by the IPA leadership team and those seeking advice and guidance from the office.
Ensures the timely and judicious articulation of those issues about which the Senior Directors need to be aware, and/or which the Senior Directors can alone address or refer.
Supports the Senior Directors in managing the integrated planning, resource allocation and institutional effectiveness functions for the University of Saskatchewan, and related strategic initiatives, through collaborative activities and initiatives with other members of the IPA team and by providing input and feedback on select IPA projects.
Often as the first point of contact for IPA, ensures the Senior Directors are effectively represented in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns and solving or referring problems as they arise.
Effectively manages and prioritizes projects assigned to the administrative team to ensure completion within an appropriate timeframe.
Monitors and effectively manages vaca