Executive Assistant – Office of the Vice President, Academic

Job Title: Executive Assistant
Department: Office of the Vice President, Academic
Location: College Drive Campus – North Bay, ON
Status: Permanent Full-Time Administration
Hours Per Week: 37.50 hours
Pay Range: $76,029 – $87,410 per annum
Application Deadline: Posted until filled

Reporting to the Vice-President, Academic (VPA), the incumbent will oversee the daily operations of the Office of the VPA. The Executive Assistant will provide administrative and executive services on behalf of, and in support of the VPA and provide guidance and direction to the academic area including performance monitoring as an administrative liaison on financial, analytical, and representational functions in support of the VPA in accordance with the College strategic directions.

The incumbent will ensure prompt, high-quality support to staff and students. The successful candidate will have complete familiarity with the appropriate academic area and college-wide administrative policies and departments of the Ministry of Colleges, and Universities, and the College. The use of confidential information relating to budget formulation is included in this position with responsibility for monitoring the budgets of the academic area including the Office of the VPA.

The Executive Assistant will organize and prioritize tasks to foster excellence within the overall college-program mix as well as ensure a positive reputation that is consistent with the mission and vision and commitment to its 5 Pillars; Student Success, Program and Service Excellence, Innovation and Entrepreneurship, Connection to Community and Sustainability.

Qualifications:
• College Diploma in Office/Executive/Business Administration or an equivalent combination of education and relevant experience; additional public relations, project management credentials are considered an asset
• Up to seven (7) years of related work experience, including at least three (3) years of progressive experience meeting challenges and seeking resolutions, preferably in a post-secondary environment
• Demonstrated experience working with confidential information relating to college, employee or student relations, and budgets
• Experience in formulating and monitoring complex budgets
• Well-developed planning, organizational, and time management skills
• Demonstrated ability to interact effectively with a wide variety of people at all levels in an organization
• Knowledge and comprehension of college programs, policies, and organizational structures, including College decision-making processes, an asset
• Ability to gather information, analyze, evaluate, formulate, and recommend the appropriate course of action
• Excellent verbal and written communication skills and highly developed minute-taking/writing skills
• Strong computer skills (i.e., word processing, spreadsheets, and presentation software)
• Previous experience working with various staff within a unionized setting
• Knowledge of, and sensitivity to, gender, race, sexual orientation, age, and multicultural issues
• Willing to travel between sites for the Centre, College, and satellite sites
• Must be able to reliably commute and/or relocate to North Bay, ON, required

Responsibilities:
Executive Administrative Support to the VPA
• Organize and manage the VPA’s meeting and working files ensuring that research documents, reports, and all relevant materials are available before each meeting
• Schedule internal and external activities, appointments, and meetings including location, transportation, and other arrangements
• Resolve issues to the extent possible using sound judgment, and/or refer to appropriate College staff for action
• Respond to inquiries, identify contentious issues, trace/investigate information and resolve administrative problems associated with academic area activities
• Provide guidance and direction to staff and students based on a fully informed knowledge of Ministry and College policies and procedures as well as College and academic area strategic objectives and priorities
• Prepare responses to correspondence and inquiries for the signature of the VP
• Prepare a variety of documents such as letters, memos, emails, reports, tables, and statistical charts from verbal instructions, hand-written or computer-generated drafts on own initiative based on knowledge of the subject, or from general instructions
• Manipulate data/text and perform functions such as formatting, editing, merging, pagination, and graphics
• Prepare annual reports and college databases as needed
• Ensure the availability of research material, reports, and other information pertinent to various projects and scheduled meetings
• Coordinate and prepare statistical and analytical reports as required
• Provide administrative support services to committees as assigned

Office Operations
• Develop and implement effective administrative procedures to ensure the efficient operation of the Office of the VPA
• Act as a point of contact for students, College faculty and staff, Ministry representatives, and the general public
• Protect the integrity of the office by maintaining the confidentiality of college, staff, and student matters and any other sensitive material which the incumbent by be privy
• Manage all information coming into and going out of the Office of the VPA
• Organize and expedite the flow of work in the office
• Review, set priorities for, and respond to incoming mail, email, faxes, and telephone calls
• Coordinate and maintain a correspondence system for all incoming and outgoing mail
• Coordinate travel arrangements for all staff conducting business on behalf of the academic area as required
• Coordinate and schedule regular staff meetings and one-on-one meetings with VPA’s direct reports
• Coordinate and assist with the preparation of Board presentations and materials
• Attend Administrator meetings and track action items on behalf of various committees and groups
• Liaise with the VPA direct reports, Office of the President, Office of the VP of Strategic Infrastructure, Indigenous & Learner Services, Office of the CFO, and other internal departments

Budget Administration
• Maintain and monitor the budget for the Office of the VPA; monitor the budget for the academic area and assist with establishing and maintenance of budgets for the Office and special projects
• Identify expenditures trends, check/reconcile financial records, and liaise with the College financial services office to resolve discrepancies
• Prepare and monitor purchase requisitions, budget transfers, etc.
• Verify that expense claims adhere to college policy
• Monitor attendance reports
• Prepare budget summary reports for the VPA

Applications will be accepted by the Organizational Development and Talent Management Department through our Career Portal at https://www.canadorecollege.ca/about/careers until 12:00 p.m., on the closing date. While we thank all applicants, only those selected for an interview will be contacted.

Canadore College is committed to inclusion, diversity, equity, and accessibility.