The Opportunity
Reporting to the Associate Vice President Human Resources, the Executive Assistant’s primary responsibility is to provide organization and coordination for the day-to-day operation of the Associate Vice President Human Resources’ office, and support for the department’s senior leadership team.
This position requires a high level of professionalism, confidentiality and discretion, strong communication skills (verbal/non-verbal, language/interpersonal skills), organization and attention to detail, computer information literacy, records information management.
The position requires a broad knowledge of office and financial management responsibilities, all of which must be executed with a high level of tact and diplomacy, including in dealings with sensitive matters. In a position of trust, this job requires a high degree of professionalism and confidentiality. Knowledge of post-secondary environments, and human resource and academic policies is an asset.
The individual must be able to consistently communicate with internal and external stakeholders to consolidate feedback. They must be a self-starter and ownership of the required workflow to ensure timelines are met and processes are followed. Knowledge and experience within post-secondary environment would be an added advantage.
The Role
- Support and liaison to the office of the Associate VP, Human Resources
- Responds to inquiries on behalf of the Associate VP, Human Resources (AVP-HR)
- Manages the AVP-HR's calendar, coordinates and schedules meetings, distributing documents, and arranges various events.
- Participates in budget related activities for the Office of the AVP-HR including tracking and processing of invoices, PO payments and reconciliation, assisting with budget preparation, forecasting expenses, and tracking expenditures.
- Acts as a liaison and resource to faculty, staff, students, members of the general public, government officials and industry representatives on a daily basis
- Communicates extensively with offices of key stakeholders and clients to request and distribute information, schedule meetings, and anticipate stakeholder inquiries to determine appropriate response strategies
- Drafts and/or prepares correspondence on behalf of the AVP-HR including proofreading for accuracy and correctness
- Ensures the AVP-HR is briefed and prepared for meetings by acting on follow up items as required
- Acts as recording secretary when required
- Assists the AVP-HR with tracking of various aspects of financial reporting.
- Screens correspondence and inquires and independently responds or reroutes as appropriate
- Prepares and/or summarizes reports and prepares background materials by compiling and analyzing information
- Coordinates travel arrangements and collates, reviews, and prepares all AVP-HRs receipts, expenditures, and claims comply with SAIT expense and travel policies
- Prepares and/or summarizes reports and prepares background materials by compiling and analyzing information.
- Co-ordinates meetings by arranging boardrooms, preparing and distributing agendas and various support materials as required.
- Event planning for various events.
- Provides similar support to the department’s Senior Leadership Team, where time allows.
- Office Management
- Ensures effective communication internally and externally for the Office of the AVP-HR.
- Develops and maintains up-to-date administrative and records support systems and procedures for the Office of the AVP-HR
- Works in collaboration, effectively communicates with and supports the Executive Office Team as required
- Provides cover-off services for other executive assistants.
- Identifies opportunities for process improvements and runs projects in support of such as well as any other special projects that may be assigned by the AVP-HR
- Greets guests and visitors in a professional manner and ensures inquiries are handled or delegated
Qualification
- Minimum Required
- Post-secondary education, with preference for a Bachelor’s degree or combination of education and experience in a senior administrative role
- 3 years of senior administrative assistant experience, preferably in a public sector organization
- Preferred
- Bachelor’s degree in business administration or combination of education and experience in a senior administrative role
- 5 years’ experience in a senior administrative role.
Job Classification: AVP Assistant - P3018
Salary Range: $44,203 - $82,282
Posting End Date: October 14th, 2024
