Executive Administrative Assistant, Human Resources & Organizational Development

Executive Administrative Assistant, Human Resources & Organizational Development

Position No.: JOBPOST-

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

Competition ends: Tuesday, July 28th at 4:00 pm

Reporting to the Associate Vice-President, Human Resources & Organizational Development, the Executive Administrative Assistant manages high-level administrative operations and provides confidential support to ensure efficient departmental functioning. The Executive Administrative Assistant prioritizes the executive portfolio by managing correspondence, briefing the incumbent on daily objectives, and coordinating complex calendars to facilitate effective time management. The incumbent acts as the primary point of contact for the department, facilitates internal and external collaborations, and manages process flows for departmental decisions.

The Executive Administrative Assistant oversees departmental financial tasks, including budget reconciliation, expenditure tracking, and the processing of purchase orders. The incumbent maintains central documentation repositories, monitors records management practices, and manages departmental webpages on my Laurentian. The Executive Administrative Assistant coordinates logistical arrangements for numerous staff recognition events while handling highly sensitive material with strict adherence to ethical and diplomatic standards.

Executive Coordination & Administrative Support

• Acts as the primary point of contact for the department, directing inquiries to appropriate team members and managing multiple sources of correspondence.
• Prioritizes the Associate Vice-President (AVP) portfolio by managing workflow and briefing the executive on daily objectives and emerging challenges.
• Researches and organizes background documentation to prepare correspondence on behalf of the AVP or delegate tasks to Senior Administrators as appropriate.
• Collaborates with the Office of the General Counsel, the Board of Governors, and the Office of the President to prepare for board meetings and committee sessions.
• Manages process flows for departmental decisions, tracking timelines and organizing the preparation of reports and institutional communications.
• Organizes internal team meetings, including the creation of agendas and the recording of official minutes.
• Identifies potential issues proactively to ensure appropriate stakeholders are informed and engaged in the university decision-making process.
• Maintains attendance records, including leave and vacation balances, for all Human Resources (HR) staff.
• Represents the department at university functions and ensures the accuracy of all distributed documents through rigorous proofreading.
• Organizes annual long-term service and retiree recognition celebrations, managing all associated logistics including budgeting, catering, and promotional materials.
• Coordinates staff recognition events and activities to support university engagement and appreciation initiatives.
• Coordinate New Employee Orientation
• Assists in the coordination of various Human Resources projects, providing logistical and administrative support to meet departmental objectives.
• Manages event-related communications with recipients and internal stakeholders to ensure successful institutional outreach.
• Facilitates the procurement of gifts, awards, and entertainment for departmental functions while adhering to university hospitality guidelines.
• Establishes and manages the central repository for all Human Resources & Organizational Development (HROD) documentation and forms, providing guidance to staff on procedural execution.
• Monitors departmental records management practices and provides advice to ensure alignment with university standards.
• Tracks departmental expenditures for professional registrations, travel, and related institutional costs.
• Performs monthly budget reconciliations and confirms departmental credit card expenditures to ensure fiscal accuracy.
• Approves invoices and prepares purchase orders or requisitions in accordance with university financial thresholds.
• Verifies and records hours for contractual staff to ensure accurate and timely compensation.
• Maintains implemented HROD webpages and monitors online content to ensure information is current for the university community.

Other Duties

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

Qualifications

• College Diploma in Business Administration or in a related field.
• One (1) to three (3) years of relevant 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.
• Experience in managing institutional records, adhering to…