Assistant to the Vice-President (Communications and Institutional Relations) (NU)

McGill University

9d•CA$61,990 - CA$83,870•Hybrid

About The Position

Reporting to the Associate Director, Administration (OVPCIR), the incumbent is responsible for providing a high-level of proactive organizational, planning, and administrative support to the Vice-President, Communications and Institutional Relations (VPCIR) and the Senior Director, Government and Institutional Relations (SDGIR). The role involves managing the Vice-President’s and Senior Director’s time and priorities, preparing them for scheduled meetings and directing incoming correspondence, including email or incoming calls to appropriate staff or reporting units. The incumbent is expected to carry out their duties with an exceptional level of accuracy, judgment, autonomy, efficiency, and discretion and must be able to navigate significant change and ambiguity on a day-to-day basis, as emergencies arise, and operational priorities require adjustment.

Requirements

Ability to work in a high-paced, complex, and dynamic environment.
Experience in managing complex schedules and shifting priorities.
Ability to establish and maintain effective working relationships with both internal and external stakeholders.
Sound judgment and ability to take initiative, think creatively and handle stressful situations with tact, diplomacy, and resourcefulness.
Proven ability to work autonomously and as part of a team.
Excellent organizational and time management skills and demonstrated ability to identify and implement process improvements.
Meticulous in documenting and monitoring follow-up actions regarding ongoing files.
Excellent communication skills in French and English, spoken and written.
Knowledge of tasks such as processing invoices, and expense reports.
Ability to work in a PC environment using MS Office (Teams, Word, Excel, Power Point & Outlook), Minerva, Workday.
DEC III
3 Years Related Experience
Must be authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
English communication level #4 on a scale of 0-4.

Responsibilities

Plans and organizes the Vice-President’s and Senior Director’s calendar and schedule while prioritizing events and meetings.
Ensures that the Vice-President’s and Senior Director’s briefing files for daily meetings and events, including agendas, background notes, speaking notes, schedule of events, and biographical materials are accurate and comprehensive.
Works in close collaboration and consultation with colleagues in the Office, in other executive offices of the university, and with external offices to ensure that the Vice-President and Senior Director receives documents and information in a timely, comprehensive, and well-organized manner.
Working independently, or at the request of the Vice-President and the Senior Director, resolves a variety of sensitive and time-critical matters.
On a continuous basis, identifies issues to be brought forward immediately to the Vice-President, the Senior Director, or the Associate Director, Administration.
On behalf of the Vice-President, the Senior Director, or the Office, drafts documents and correspondence, in both official languages, to both internal and external stakeholders.
Attends meetings as assigned (office or other); assists with preparation of the agenda; takes minutes and follows up on decisions within area of responsibility.
Follows up, independently and to completion, on numerous action items related to travel, events, meetings, and inquiries.
Ensures documents for signature are reviewed in advance by appropriate parties.
Submits official documents for signature to the Vice-President and the Senior Director and ensures scanning and filing as a part of the document management process.
Verifies that incoming expense reimbursement claims (from direct reports) are in accordance with the expense reimbursement policy for the Vice-President’s signature.
Develops systems and processes to manage the flow of information that the Vice-President and Senior Director receive.
Administers the physical resources of the unit, including the inventory of stationary, office and kitchen supplies, and services as IT asset steward.
Interacts with facilities service units for the provision of required services to the office such as renovations, security, emergency responses, safety, etc.
Assists employees in their training and/or onboarding.
Performs other related duties & participates in special projects, as required.

Benefits

Competitive benefits package (Health, Dental, Life Insurance)
Defined contribution pension plan (with employer contribution up to 10%)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits