Executive Administrative Assistant , Office President and Vice-Chancellor

Executive Administrative Assistant , Office of the President and Vice-Chancellor

Position No.: JOBPOST-

Salary: $ 68,586 - $ 85,502 per year

Reporting to the Executive Business Manager in the Office of the President and Vice-Chancellor, the Executive Administrative Assistant provides bilingual support to the Executive Business Manager and the President. This role functions as a confidential executive resource within a multidisciplinary environment, managing sensitive materials and high-level administrative operations. The incumbent is responsible for the coordination of the President's complex schedule, the management of confidential dossiers, and the administration of various departmental projects.

• Perform preliminary reviews of incoming correspondence, signaling deadlines and expediting urgent matters.
• Coordinate the President’s calendar and all related activities, maintaining a thorough overview of daily and long-term commitments.
• Organize and manage all aspects of the President’s travel requirements and related arrangements to ensure organizational efficiency.
• Provide integrated administrative support for all functions within the office's scope in collaboration with the team.
• Ensure appropriate follow-up on all office communications and administrative tasks.
• Act as an effective liaison between the Executive Team and their assistants by following the established governance structure.
• Work under very tight deadlines, in an environment with constantly changing priorities and work with highly sensitive, privileged and confidential information in an ethical and diplomatic manner.
• Assist in planning, coordinating and hosting activities and events for the Office of the President, and related offices; invitations, food services etc

Information & Records Management

• Handle highly sensitive, privileged, and confidential material with strict adherence to ethical and diplomatic standards.
• Organize, locate, assess, and track confidential files, dossiers, and appropriate resources.

Other Duties

• Perform other duties within the professional scope and skill level of the position, in full compliance with applicable legislation, university policies, and collective agreements.

• Bachelor’s degree in Communications, Business Administration or in a related field.
• Three (3) to five (5) years of experience as an assistant to a senior administrator or equivalent combination of education, training and experience.
• Excellent verbal and written communication skills.
• Demonstrated problem-solving, attention to detail, and conflict resolution skills.
• Excellent organizational and time management skills; ability to meet deadlines.
• Excellent analytical and critical thinking skills.
• Proven ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
• Proven ability to handle, secure, and analyze large research datasets in accordance with privacy and security protocols.
• Proven ability to work independently with minimal supervision, take initiative, and collaborate effectively within a team environment.
• Proven discretion and sound judgment when managing highly confidential business, financial, or personnel data.
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

Applications are being accepted to fill an active vacancy within the University.

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