Executive Assistant to the Vice President, Community Engagement
About the role
Job Description:
Note: Only internal candidates are being considered for this position.
About The Office Of Community Engagement
The Office of Community Engagement supports Mount Royal University through Marketing & Communications, Alumni Relations, Development, Government Relations, Advancement Services & Annual Giving, and Community and Belonging support.
About The Role
Working directly with the Vice-President of Community Engagement, the executive assistant performs senior administrative functions to support the vice-president’s institutional advancement activities, specifically in the areas of government and community relations, alumni, communications, fundraising, marketing, media relations and special events.
The incumbent will guide overall office management and have responsibility for ensuring important contacts and relationships are maintained. The incumbent relieves the Vice-President of many administrative details, develops their own routines and frequently works independently to complete various assignments. The incumbent will experience heavy workloads, competing priorities and shifting priorities.
As a key member of the administrative team, the Executive Assistant also provides support to other members of the executive team as required.
Responsibilities
Administrative Support to the Vice-President
- Manages daily schedule of the Vice-President, including scheduling of on and off campus meetings, individual/committee meetings, etc.
- Prioritizes appointments/meetings and proactively resolves calendar scheduling conflicts.
- Assists in the preparation of planning documents, proposals, and presentations for internal and external meetings.
- Monitors deadlines and ensures the vice-president is prepared and aware of upcoming deadlines and meetings.
- Manages Vice-President’s email inbox, flagging items that require the Vice-President’s attention as well as archiving emails that have been dealt with.
- Monitors and manages mail and correspondence for the Vice-President.
- Works with Associate Vice-Presidents and Directors to ensure that timelines are met and that information is in the correct format for submission to the University Board of Governors and Foundation Board of Directors for their regular meetings.
- Responds to or directs inquiries from donors, administration and board members.
- Liaises with the President's Office, and offices of other Vice-Presidents and Deans to provide information and support as necessary.
- Composes correspondence on behalf of the Vice-President.
- Coordinates briefing note process in preparation for all meetings for the Vice-President, and President and Chancellor.
- Gathers background information for Vice-President on matters of interest to Community Engagement.
- Attends bi-weekly management meetings and records action items.
- Follows through on matters arising from meetings and acts as information source for others as necessary.
- Handles sensitive and confidential information with discretion and confidentiality.
- Coordinates registration, arranges travel plans and completes expense reports and attendance at workshops and conferences, meetings, etc.
General Office Support
- Coordinates general office operations and divisional events, and provides guidance to other Community Engagement administrative staff on matters relating to the division.
- Manages expense approvals for the Vice-President, Associate Vice-Presidents, and Directors.
Financial Management
- Processes monthly invoices.
- Reconciles and submits monthly P-Card and other expenses for Vice-President.
- Prepares quarterly online postings of expenses for Vice-President.
- Monitors budgets for Vice-President’s office.
Other duties as assigned
Qualifications
Education:
- University Bachelor's Degree or 8 years of related experience.
Experience:
- 6 – 10 years of senior administrative experience.
Skills and additional requirements:
- Strong administrative and decision making ability.
- Demonstrated ability to interact tactfully and diplomatically with diverse contacts and senior executives.
- Ability to organize and multitask in a fast-paced environment.
- Self starter with initiative and ability to work independently.
- Strong computer skills.
Salary: $63,909.00 - 80,820.00 per annum
Closing Date: September 18, 2024
A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).
About Mount Royal University
Welcome to Mount Royal University, where we foster a work environment of mutual respect, transparency and inclusiveness, and where talented and committed employees are the driving force behind student success. We believe we are stronger as a university when employees collaborate and bring diverse perspectives together.
We invest in the wellness and development of our employees, knowing that it benefits both the individual and the university as a whole. Our culture, along with many services, resources and programs, encourages a healthy, productive workplace.
As we strive to enhance our culture of innovation and excellence, we support faculty, staff and management to be innovative in their work -- in our classrooms and across our campus.
This is a place where employees feel a sense of community and belonging. Where people feel supported in their work and enjoy the friendliness and familiarity that only a small campus can provide.
Executive Assistant to the Vice President, Community Engagement
About the role
Job Description:
Note: Only internal candidates are being considered for this position.
About The Office Of Community Engagement
The Office of Community Engagement supports Mount Royal University through Marketing & Communications, Alumni Relations, Development, Government Relations, Advancement Services & Annual Giving, and Community and Belonging support.
About The Role
Working directly with the Vice-President of Community Engagement, the executive assistant performs senior administrative functions to support the vice-president’s institutional advancement activities, specifically in the areas of government and community relations, alumni, communications, fundraising, marketing, media relations and special events.
The incumbent will guide overall office management and have responsibility for ensuring important contacts and relationships are maintained. The incumbent relieves the Vice-President of many administrative details, develops their own routines and frequently works independently to complete various assignments. The incumbent will experience heavy workloads, competing priorities and shifting priorities.
As a key member of the administrative team, the Executive Assistant also provides support to other members of the executive team as required.
Responsibilities
Administrative Support to the Vice-President
- Manages daily schedule of the Vice-President, including scheduling of on and off campus meetings, individual/committee meetings, etc.
- Prioritizes appointments/meetings and proactively resolves calendar scheduling conflicts.
- Assists in the preparation of planning documents, proposals, and presentations for internal and external meetings.
- Monitors deadlines and ensures the vice-president is prepared and aware of upcoming deadlines and meetings.
- Manages Vice-President’s email inbox, flagging items that require the Vice-President’s attention as well as archiving emails that have been dealt with.
- Monitors and manages mail and correspondence for the Vice-President.
- Works with Associate Vice-Presidents and Directors to ensure that timelines are met and that information is in the correct format for submission to the University Board of Governors and Foundation Board of Directors for their regular meetings.
- Responds to or directs inquiries from donors, administration and board members.
- Liaises with the President's Office, and offices of other Vice-Presidents and Deans to provide information and support as necessary.
- Composes correspondence on behalf of the Vice-President.
- Coordinates briefing note process in preparation for all meetings for the Vice-President, and President and Chancellor.
- Gathers background information for Vice-President on matters of interest to Community Engagement.
- Attends bi-weekly management meetings and records action items.
- Follows through on matters arising from meetings and acts as information source for others as necessary.
- Handles sensitive and confidential information with discretion and confidentiality.
- Coordinates registration, arranges travel plans and completes expense reports and attendance at workshops and conferences, meetings, etc.
General Office Support
- Coordinates general office operations and divisional events, and provides guidance to other Community Engagement administrative staff on matters relating to the division.
- Manages expense approvals for the Vice-President, Associate Vice-Presidents, and Directors.
Financial Management
- Processes monthly invoices.
- Reconciles and submits monthly P-Card and other expenses for Vice-President.
- Prepares quarterly online postings of expenses for Vice-President.
- Monitors budgets for Vice-President’s office.
Other duties as assigned
Qualifications
Education:
- University Bachelor's Degree or 8 years of related experience.
Experience:
- 6 – 10 years of senior administrative experience.
Skills and additional requirements:
- Strong administrative and decision making ability.
- Demonstrated ability to interact tactfully and diplomatically with diverse contacts and senior executives.
- Ability to organize and multitask in a fast-paced environment.
- Self starter with initiative and ability to work independently.
- Strong computer skills.
Salary: $63,909.00 - 80,820.00 per annum
Closing Date: September 18, 2024
A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).
About Mount Royal University
Welcome to Mount Royal University, where we foster a work environment of mutual respect, transparency and inclusiveness, and where talented and committed employees are the driving force behind student success. We believe we are stronger as a university when employees collaborate and bring diverse perspectives together.
We invest in the wellness and development of our employees, knowing that it benefits both the individual and the university as a whole. Our culture, along with many services, resources and programs, encourages a healthy, productive workplace.
As we strive to enhance our culture of innovation and excellence, we support faculty, staff and management to be innovative in their work -- in our classrooms and across our campus.
This is a place where employees feel a sense of community and belonging. Where people feel supported in their work and enjoy the friendliness and familiarity that only a small campus can provide.