Executive Assistant, Office of the Vice-President External

Post End Date: September 2 at 11:59pm.

Applicants are asked to apply with a resume and cover letter on the Brock Careers site: https://brocku.wd3.myworkdayjobs.com/en-US/brocku_careers/job/Executive-Assistant--Office-of-the-Vice-President-External_JR-1019362

A Day in the Life…

The Executive Assistant delivers a wide range of confidential and executive-level administrative support to the Vice-President, External (VPE) and associated portfolios, which encompass alumni relations, development and donor relations, government and community relations, international relations, and strategic events.

Key responsibilities include managing the Vice-President’s schedule and ensuring thorough preparation for all engagements. This role operates largely independently, handling a high volume of inquiries and daily administrative tasks that require prompt and accurate assessment to effectively support the Office of the VPE. Success in this position demands strong technical skills, innovative thinking, and a commitment to maintaining the Office of the VPE’s efficiency and professionalism.

The Executive Assistant will:

• Act as the principal liaison for all internal and external contact with the Office of the Vice-President External;
• Ensure records and information management are in accordance with University policies, legislated requirements, procedures and guidelines, including helping to maintain the confidentiality of any privileged or otherwise sensitive information that may arise in the daily operations of the office;
• Ensure effective coordination of activities and flow of information to/from the various offices, exercising initiative and judgment to efficiently move business forward;
• Liaise with the Office of the President, Office of the Provost, Office of the Vice-President, Administration and Office of the Vice-President, Research regarding external relations activities to ensure awareness and appropriate coordination;
• Manage the Vice-President, External’s schedule for both on- and off-campus activities, and exercise judgement in prioritizing all meetings, events and engagement opportunities;
• Anticipate requirements and assemble the requisite preparatory material and briefings for all meetings and events with sufficient lead time;
• Meet regularly with the VPE to review needs and coordinate activities for the week;
• Provide travel related administrative support to the Vice President, including all travel and itinerary planning such as conference/workshop registrations, accommodations, mode of travel and settling of travel related expenses;
• Prepare correspondence and manage speaking engagement requests for the VPE;
• Stay abreast of developments and events at the University and advise the VPE of developments that may impact scheduling;
• Maintain tracking files and collaborate with VPE’s leadership team and other staff members to collect, analyze and assimilate information and necessary data required to assist in the development and tracking of various reports (i.e., Board, Committee Reports, etc.);
• Prepare and process cheque requisitions, travel expenses, purchase orders, purchase card reconciliations, other account reconciliations for the Office of the VPE;
• Monitor the Office of the Vice-President, External’s non-personnel expenditures to budget.

What you need to Succeed…

• College diploma in a relevant discipline;
• Demonstrated experience in executive level administrative support position;
• Knowledge of office administration concepts, functions and various governance structures and operations within the University;
• Proven ability to read and interpret policies, procedures, relevant guidelines;
• Solid understanding of budget development, financial record keeping and reporting;
• Strong computer skills, including advanced knowledge of Microsoft Suite of products, word processing, spreadsheets, databases, web maintenance, SharePoint, and Workday;
• Ability to work effectively with confidential and sensitive information, exercising tact, diplomacy, and discretion;
• Ability to act with professional courtesy, understanding and employing appropriate protocols by phone and in person;
• Excellent communication skills, including concise and accurate writing proficiency, editing and proofreading skills, and the ability to professionally interact with all levels of contacts;
• Effective listening skills, to reduce demands on limited time and to defuse emotionally charged situations whenever possible;
• Ability to resolve problems and issues whenever possible, often necessitating investigation, judgment, and institutional memory;
• Ability to act independently and keep the VP informed on activities and business, consulting only as necessary.

Preferred or Asset Skills…

• Undergraduate degree;
• Experience in a university environment.

Salary and Benefit Information

• Job Grade (K), Salary Scale ($57,400 - $98,400)*;
• Target Hiring Range: $57,400 - $70,000
• This position includes comprehensive benefits and tuition waiver.

*The salary range indicated is representative of all positions evaluated at this level. Actual salary is determined by assessing related skills, experience, internal equity and market competitiveness, subject to available budget.

Brock University is actively committed to diversity and the principles of Employment Equity and invites applications from all qualified candidates. Women, Aboriginal peoples including those who identify as members of First Nations, Inuit and Métis Peoples, members of visible minorities and racialized groups, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ) persons are encouraged to apply. We will accommodate the needs of the applicants and the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the selection process, as outlined in the Employment Accommodation Policy https://brocku.ca/policies/wp-content/uploads/sites/94/Employment-Accommodation-Policy.pdf. Please advise: talent @brocku.ca to ensure your accessibility needs are accommodated through this process. Information received relating to accommodation measures will be addressed confidentially.

It is Brock University’s policy to give consideration to qualified internal applicants.

We appreciate all applications received; however, only candidates selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca

Job Types: Full-time, Permanent

Pay: $57,400.00-$70,000.00 per year

Benefits:

• Company events
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision care

Work Location: In person