Executive Assistant Apply Online!

The Executive Assistant works in a complex environment and provides confidential and high-level administrative support for the Office of the Vice President, Clinical Partnerships and Hospital Relations (Faculty Affairs, Physician Workforce Strategy and Clinical Partnerships and Hospital Relations).

The Executive Assistant provides high quality administrative, logistical, and strategic support to the above-mentioned portfolios ensuring their effective operation which includes extensive internal/external relationship management and organizational oversight. While adhering to the highest standards of professionalism, confidentiality, and collaboration the Executive Assistant manages all aspects of the portfolio. The Executive Assistant also collaborates on major project activities with the other units at NOSM University.

The incumbent works under the direction of the Director, Clinical Partnerships and Hospital Relations and is expected to work independently with minimal supervision, while ensuring the portfolio successfully navigates through a multitude of functions and responsibilities.

The incumbent will be a member of the Executive Assistants Group.

Responsibilities

Tasks may include but are not limited to the following:

• Confidentially reviews and handles the incoming mail of the Vice President and demonstrates initiative in determining appropriate course of action. Reads internal and external correspondence, addresses issues as appropriate and responds directly and/or composes responses for the Vice President’s signature.
• Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the University, its policies and procedures. Determines the appropriate course of action and follows through to resolution.  Alerts the Vice President to matters which demand attention or redirects matters to the appropriate office for action.
• Schedules and organizes events on behalf of the Vice President, including meetings, conferences, travel etc. Prepares all required materials including agendas, meeting details, and coordinates travel, including flights, accommodations and related itineraries and documents.
• Supervises the records management function of the Office ensuring all files are current, organized and accessible as required.
• Provides administrative support to other Executive and Management Group members of the Portfolio where required.
• Working with the Unit/Portfolio, coordinates the records management function of the Office ensuring all files are current, organized, and accessible as required.
• Assists in the editing, preparation and fact-checking of all submissions, reports, and correspondence both from and into the Office.
• Provides administrative support for committees and groups as required. Includes preparing agendas, assembling background materials, attending meetings, taking minutes, and coordinating the follow-up actions.
• Provides project and office management support. Assists with special projects, research and strategic initiatives, oversees administrative tasks and processes to ensure smooth office operations, and supports event planning, institutional functions and leadership retreats.
• Monitors the budget and holds limited delegated signing authority. Maintains financial records applicable to the office, tracks expenses against the financial budget and reconciles expense reimbursements. Estimates the need for and ensures supplies and equipment are requisitioned. Reviews reimbursement requests from the direct reports and advises of any protocol/policy discrepancies.
• Maintaining records and knowledge of progress in all projects under way and facilitating communications between the Portfolios, the Vice President’s Office and others involved in the projects’ execution.
• Arranging meetings and coordinating the calendar by using a multifaceted approach to identify availability among members. Proactively arranging time to ensure priorities are addressed.
• Working with campus stakeholders to ensure a welcoming and accommodating environment to visitors of the University (Thunder Bay Campus) and working with the Office of the President’s team to coordinate initiatives.
• Works collaboratively with the Executive Assistant of the Office of the President (East).
• Active participant in the Executive Assistants group.
• Effective document management and maintenance especially on files involving highly sensitive materials like financial documents, complaints, discipline reports or HR related matters.
• Working with Facilities supports the administrative, operational and capital-related needs of the Portfolio.
• Working with others in the Unit/Portfolio, responsible for the effective management of multiple calendars.
• Assists and provides executive support to the President when in Thunder Bay, as required.
• Performs other duties as assigned.

Qualifications

Education

• A College diploma (preferably in Office Administration, Business Administration or other administrative-related discipline), from a recognized Canadian institution with accreditation or an equivalent combination of education and experience.
• Advanced courses in finance and communications would be an asset.

Knowledge, Skills and Abilities

• Minimum five (5) years’ experience in administrative roles at a senior level is required.
• Project or event management experience is an asset.
• Experience working in a post-secondary environment is an asset
• Demonstrated experience providing administrative support to senior management.
• Exceptional research and note-taking skills.
• Excellent computer skills with proficiency in all MS Office Suite products.
• Detailed experience in complex time management with comprehensive exposure to confidential material handling, archiving and disposal.
• Budgetary processes, web-based technology.
• Incredibly thorough and detail oriented; outstanding verbal, writing, time-management and prioritization skills with outstanding focus on goals and the ability to manage multiple deadlines, while accommodating diverse inquiries.
• Exceptional interpersonal and communications skills.
• Exceptional organizational skills and the ability to take initiative and be proactive.
• Knowledge and experience on conference and/or event planning.
• Demonstrated attention to detail.
• Demonstrated commitment to equity, decolonization and social justice.

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset

• Extended periods of sitting
• Interaction with employees, management, stakeholders, and the public at large
• Working in a busy office and/or virtual environment with frequent interruptions
• Occasional varying/flexible hours of work to meet operational needs
• Occasional overtime and travel