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