Assistant, External Affairs

Assistant, External Affairs - Advancement

Date Posted: March 13, 2025

Posting Deadline: March 28, 2025

Department: External Affairs

Type of Employment: Permanent, Full-time

Group Affiliation: APC Group, Group 3 ($46,688 - $60,172 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Assistant, External Affairs to join our External Affairs team.

What We Offer

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Personal days
• Flexible Workplace
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information And Responsibilities

Under the direction of the Associate Vice President, External Affairs, the Assistant, External Affairs will:

• On behalf of the Associate Vice President, External Affairs be responsible for the coordination of schedules and meetings, inquiries, correspondence and communications with the Senior Administrators, government officials, corporate leaders and their representatives.
• Handle and maintain documents of a highly sensitive and confidential nature.
• Act as first point of contact for the Associate Vice President, External Affairs, and the department (phone and e-mail) including conveying messages and materials in emergency situations to audiences both internal and external community.
• Create and maintain department filing systems; organize electronic and paper files and filing systems, and ensures backup and protection of material (e.g., meeting minutes, department policies, etc.).
• Be responsible for all manners of office administration including (but not limited to): minute-taking, filing, processing payables, scheduling, budget monitoring, preparing travel itineraries.
• Be responsible for mail/correspondence, including collecting, sorting, and distributing the incoming mail and correspondence. Processes outgoing mail, correspondence, and courier packages (e.g., prepare customs and other forms for international couriers). Advises Associate Vice-President, External Affairs of matters of urgency.
• Assist the University Communications Manager with posting events, press releases or photos on the website, as required.
• Ensure mailing lists are developed and updated to reach a variety of stakeholders.
• Work with the Web Content Manager and University Communications Manager to ensure production schedule, which involves numerous staff and outside agencies, is met.
• Assist with the development of PowerPoint presentations, using approved Saint Mary's University templates.
• Assist in organizing and coordinating teams and tables for special events, as required by the External Affairs Department.

Experience And Education Requirements

To be the successful Assistant, External Affairs you will have:

• High school graduation + 1 year community college diploma in secretarial sciences.
• Minimum two years related experience.
• Excellent communication skills both oral and written.
• Basic Knowledge/understanding of accounting principles and budgeting.
• Experience with departmental credit card guidelines and reconciliation.
• Experience preparing expense reports, invoice processing/coding, payroll timesheet.
• Intermediate knowledge/training of MS Office Suite (Word, Excel, PowerPoint and Outlook calendar).
• Knowledge and some experience of virtual meeting software - Zoom MS Teams.
• Familiarity with electronic filing systems - SharePoint, CRM databases, etc.
• Ability to reach out and locate appropriate contacts within a relatively large environment.
• Experience handling confidential, timely HR documentation.
• Experience working in a fast-paced, deadline-driven environment.
• Ability to work evenings and weekends, as required.

Application Details

Required

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at hr@smu.ca.