Admin Assistant to Associate Vice-President

Mandate

To support the smooth and efficient functioning of the office by managing the AVP’s and senior leaders’ schedules, coordinating communications, and facilitating administrative operations. The role acts as a point of contact between the AVP and other university staff, faculty, external stakeholders, and partners. Building and maintaining positive relationships is crucial.

• Provides administrative support to the Associate Vice-President
• Delivers administrative functions of the office
• Coordinates key priorities including: leadership retreats and planning initiatives, committee logistics, key professional development events, staff engagement events, and staff orientation programs
• Coordinates administrative support meetings and shared projects/initiatives

Our normal business hours are 8:30 AM to 4:30 PM. This position may be required to provide off-hours support on an emergency or pre-scheduled basis.

This position requires a level of education, training, and experience equivalent to at least 3 years of office experience working within a complex organization and with senior leader(s).

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Strong written and verbal communication skills for effective communication with various stakeholders, including students, faculty, staff, and external partners.
• Strong time-management skills and an ability to manage calendars, schedule appointments, coordinate meetings, and keep track of various tasks.
• Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and an aptitude for learning new software and systems.
• Attention to detail for accurate documentation, record-keeping, and maintaining the integrity of communications and information.
• Ability to refine and develop office processes.
• Interpersonal Skills to interact with diverse populations of students, staff and faculty.
• Flexible team player, willing to adapt to changes and challenges.
• Ability to maintain confidentiality of information related to the organization and its employees.