Executive Assistant, Office of the Vice-Provost, Global Engagement

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Job Summary
Reporting to the Director, Global Engagement, and with a dotted line to the Vice-Provost, Global Engagement, the Executive Assistant is responsible for providing executive-level senior administrative and organizational support to the Vice-Provost and to the portfolio as a whole. The incumbent contributes to the smooth and efficient operation of the portfolio, manages flow of information to and from the office, supports internal and external communications and provides a wide range of administrative support for the unit as a whole. The incumbent manages and coordinates projects for members of the senior leadership team, including the Vice-Provost, as required.

This is a visible and responsible position with significant impact on the effectiveness and reputation of the Vice-Provost and the Office. The incumbent serves as a key liaison with stakeholders across the University and broader local and national post-secondary education communities.

Due to the complexity of managing the Vice-Provost’s responsibilities and priorities, and role in internal/external relations, the incumbent is required to demonstrate sound and effective judgment and efficiency with minimal direct supervision, maintain strict adherence to confidentiality, and fulfil all responsibilities with an exceptional level of accuracy, and high attention to detail.

Note: The schedule for this position will require the incumbent to work occasional flexible hours, according to program or area needs.

Job Description
KEY RESPONSIBILITIES:

• Provides executive-level senior administrative support to the Vice-Provost and the office, including other members of the senior leadership team. Support will frequently involve highly confidential and sensitive subjects/issues, including those related to finance, human resources, and Board of Trustees materials. Ensures follow up and resolution of issues to ensure commitments and objectives are met.

• Prepares and updates briefing documents, presentations, speaking notes or other requirements of the Vice-Provost and senior leaders in the portfolio for meetings/events for review.

• Manages, plans, organizes, co-ordinates and maintains all elements for a busy and complex seven-day-a-week schedule of the Vice-Provost and other senior members of the portfolio as appropriate, including travel. This involves complex prioritization to meet numerous commitments.

• Coordinates travel and accommodation arrangements and seminar registrations for Vice-Provost and for the portfolio as assigned. Interprets and adheres to travel and finance policies and procedures. Prepares itineraries and initiates travel reimbursements for expense claims and travel advances.

• Acts as the primary contact for the office and responds to enquiries on behalf of the unit internally and externally with limited direction. Determines when to refer enquiries to senior level staff.

• Manages internal and external correspondence for the Vice-Provost and the office, including drafting original, sensitive and confidential correspondence and communications on a wide spectrum of matters to various internal and external stakeholders (staff across the university and from other institutions, international partners, government officials, etc.). Screens, directs, refers and responds to correspondence. Manages and tracks multiple streams of communication, ensuring timely, accurate, sensitive and appropriate responses are sent, and inquiries and issues are effectively managed.

• Ensures the timely flow of information to and from the office, ensuring critical and sensitive matters are prioritized, and handled expeditiously, determining when and how to appropriately refer issues/matters to senior members of the office. Ensures an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination.

• Creates meeting agendas, drafts meeting notes, manages editing, and distributes documents/reports as needed for the office. This involves communicating with staff across the office to compile information and ensure materials are reviewed by senior leaders.

• Supports VPGE-led committees by creating agendas, conducting research, taking and editing notes, and other associated tasks.

• Assists the senior leaders, including Director, Global Engagement, Senior Director, International Student Enrolment and Vice-Provost with a variety of special projects and reports.

• Supports events of various sizes, incoming and outgoing delegations for senior members of the university as required.

• Ensures a welcoming, inclusive, and professional environment, providing appropriate direction/referrals. Liaises frequently with other offices, including Offices of the Deans, VPs, Provost, Principal, international partners, and membership organizations.

• As assigned, provides Human Resources related support by liaising with candidates, booking and scheduling interviews, supporting selection panels, ensuring new employees are set up in their workspaces, and providing a comprehensive orientation to the office.

• Represents the unit on committees and in forums, as required.

• Undertakes other duties, as assigned.

REQUIRED QUALIFICATIONS:

• University degree combined with several years of related experience in a senior administrative environment, preferably in an academic environment.

• Demonstrated experience effectively managing the complex activities, email, communications etc. for an executive-level position within an environment of constantly

shifting priorities and deadlines, combined with extensive knowledge of senior level office practices and the ability to anticipate and respond to the needs of senior management.

• Demonstrated experience managing and coordinating projects.

• Knowledge of university organizational structure, policies, procedures, regulations an asset.

• Demonstrated advanced proficiency with office software (i.e., Microsoft Office, including Outlook, Word, Excel, PowerPoint). Experience with PeopleSoft, Web Publish, and social media channels, considered an asset.

• Consideration will be given to a combination of education and experience.

SPECIAL SKILLS:

• Superior interpersonal, organization and time management skills with an ability to plan and coordinate multiple project/work initiatives effectively and within set timelines.

• Excellent verbal and written communication skills to provide clear and accurate information and effectively work with and build collaborative relationships with a diverse group of people, internal and external to the university.

• Excellent intercultural competency to effectively interact with individuals with diverse backgrounds, experiences and perspectives.

• Strong ability to problem-solve, exercise discretion, and know when to involve others in decision-making.

• Demonstrated ability to work independently and in a collaborative team environment.

• Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.

• Service-oriented and capable of dealing with a wide variety of constituents in a respectable professional manner.

• Ability to communicate articulately and sensitively in writing, on the phone, and face-to-face with stakeholders, including staff, faculty, senior administration and stakeholders, internal and external to the university, who interact with the office.

• High level of attention to detail and accuracy with strong analytical, interpretive and problem- solving skills.

• Advanced administrative skills. Proficient in the use of word processing, spreadsheet, and database and website content management applications (Word, Outlook, Excel, PowerPoint, Microsoft Teams, Adobe, PeopleSoft, Constant Contact, WebPublish, social media channels, etc.) Ability to adapt to the implementation of new technologies and implement new processes to increase productivity. Basic knowledge of photo, video and graphic design applications an asset.

• Ability to maintain focus and a high level of work performance in a multi-tasking, high- pressure intensive office environment with competing demands and frequent interruption.

• Ability to effectively compile and synthesize information from multiple sources to lead, and/or recommend projects or initiatives to improve office/divisional services or operations.

• Ability to self-motivate and take independent initiative, demonstrating excellent judgment and an ability to work within a team environment, and with minimal supervision.

• Demonstrated project management skills.

DECISION MAKING:

• Assesses all email, phone calls, and mail directed to Vice-Provost and triage according to priority and sensitivity, determining what and when to respond on one’s own initiative, when to involve the Vice-Provost or others in the office.

• Sets priorities, decide which project/activity requires the most attention.

• Determines the nature, approach, content and presentation in preparing Vice-Provost’s correspondence, briefing notes, reports, presentations needed to advise and prepare the Vice-Provost, determining the best approach in meeting non-negotiable deadlines, including who should be called upon to provide timely supplemental support.

• Identifies and recommends changes to processes and procedures to facilitate effective activities and office and division operations.

• Works closely with office and senior leadership team to ensure appropriate documentation and coordination of office and division activities.

• Prioritizes own work and time, setting schedules to meet deadlines and fulfill responsibilities.

• Gathers and determines what information and/or data is required, ensures strict adherence to timelines by team members.

• Verifies accuracy of information and its distribution, and for sensitive or confidential information, who should receive it, and in what format.

• Assesses the nature of questions or problems and determines when to handle personally and when to involve others. Determine best approach to solve problems and respond to enquiries, professionally and sensitively.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Skills

• Attention To Detail

• Collaboration

• Communications

• Project Management

• Time Management

Reference

426249