Executive Assistant

Website Brock University

Job Description:

Reporting to the Dean of the Goodman School of Business, the Executive Assistant provides professional and comprehensive administrative support in the areas of administration, organization, project and financial management for the Office.

Job Responsibilities:

  • Collaborate with the Administrative Coordinator to ensure coordination of administrative activities in the Dean’s office and provide administrative support for the Dean’s external activities and committees;
  • Meet regularly with the Dean to review activities for the week and stay abreast of developments and events at the University and advise on developments that may impact scheduling;
  • Facilitate the efficient utilization of the Dean’s time through development and coordination of a complex calendar and Manage speaking engagement requests;
  • Screen numerous requests for the Dean’s signature pertaining to financial, administrative and purchasing documentation from
  • Chairs/Directors, and Researchers;
  • In collaboration with Goodman Communications, create and maintain a calendar of all scheduled Goodman events; and
  • Anticipate requirements and assemble the requisite preparatory material and briefings for meetings and appointments with sufficient lead-time;
  • Prepare and process cheque requisitions, travel expenses, purchase card reconciliations, etc. for the Dean and reconcile Dean’s research and professional development accounts;
  • Review all incoming information, materials and requests to determine action, including confidential matter and exercise initiative and judgment to provide timely assistance in moving all items forward;
  • Act as the principal liaison and gatekeeper for all contact with the Dean and prepare correspondence;
  • Determine the nature and priority of business, and provide substantial direction and information by way of in-person, email, and voicemail inquiries;
  • Work with the Financial Manager regarding the management of the Office Budget;
  • Organize and implement all logistics, rooms, and amenities for meetings, confirm applicable guest speakers and arrange travel and itinerary planning and logistics for the Dean.
  • Problem solve based on the inquiries from a variety of sources and keep the Dean informed and consult as necessary;
  • Utilize knowledge of the Dean’s office and the Goodman School of Business to ensure administrative priorities within the Dean’s Office are properly executed and maintain key stakeholder information;
  • Manage the Dean’s email and voicemail, noting information that requires follow up and advise the Dean of substantial or sensitive matters of which they may not be aware;

Job Requirements:

  • Maintain highest level of accuracy and alertness for decisions made, information given, materials processed, particularly under strict deadlines.
  • Consideration will be given to an equivalent combination of relevant education and experience;
  • Excellent written, oral and interpersonal communication and strong customer service skills and ability to interact effectively with a diverse population at all levels;
  • Strong computer skills and excellent typing and proofreading skills, with a keen eye for accuracy and detail;
  • Ability to maintain confidentiality at all times and responsible for conveying an open and transparent environment, with the ability to determine which items must be maintained as confidential and what can be provided publicly;
  • An undergraduate degree or College Diploma in a relevant discipline (e.g. Business Administration);
  • Ability to act on behalf of the Dean, communicating with individuals who expect to have direct contact with the Dean;
  • Clear and open communication, consultation, and collaboration and the ability to convey difficult messages in a tactful and diplomatic manner;
  • Proven ability to develop credibility and collegiality with individuals and maintain an ongoing collegial relationship and work effectively with employees at all levels;
  • Excellent knowledge of the administrative functions of a Faculty within an University and solid understanding of budgeting and financial record keeping;
  • Ability to create efficiencies and improve processes;
  • 5+ years of progressively more responsible executive-level administrative support in a relevant environment;
  • Excellent organizational, analytical and time management skills and ability to problem solve and prioritize workload in urgent situations and a fast-paced environment with changing deadlines;
  • Ability to research information, utilizing all resources available including internal and external contacts;
  • Proven ability to read and interpret policies, procedures, collective agreements and other relevant guidelines to carry out administrative support functions;

Job Details:

Company: Brock University

Vacancy Type: Full Time

Job Location: St. Catharines, Ontario, CA

Application Deadline: N/A

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