Executive Assistant, Office of the Vice-Provost, Indigenous Engagement

Brock University • St. Catharines, ON

2d • Onsite

About The Position

Reporting to the Vice-Provost, Indigenous Engagement, the Executive Assistant provides a broad range of confidential and executive level administrative support to the Vice-Provost, Indigenous Engagement. The position is responsible for providing administrative support to the department’s projects and finance operations. This Executive Assistant is largely self-directed while managing and evaluating a high volume of inquiries and day to day administrative duties that must be assessed quickly and accurately to support the overall department of Indigenous Engagement.

Requirements

• Post secondary education in a related field or the equivalent of education and experience, and experience in an administrative role
• Knowledge of office administration concepts, practices and techniques
• Knowledge of governance structures and operations within the University
• Proven ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions
• 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, Workday, internet search engines, and email
• Excellent written, oral and interpersonal communication skills
• Strong customer service skills and ability to interact effectively with a diverse population at all levels
• A heightened level of Indigenous Cultural Competencies and Skill Sets from ‘lived experiences’ or acquired accumulated knowledge from their education paths
• Excellent organizational, problem-solving, prioritization, and detailed, accurate record keeping skills
• Ability to work under minimal supervision while utilizing effective time management skills in order to meet deadlines and adapt to changing priorities
• Ability to create efficiencies and improve processes
• Maintain high level of accuracy and strong attention to detail

Nice To Haves

• Lived experience as an Indigenous person
• Experience working in Indigenous communities

Responsibilities

• Act as the main point of contact for the department via in-person, email and telephone, determining the nature and priority of business, and providing direction and information
• Act as the principle liaison for all contact with the Vice-Provost, exercise initiative and judgment to provide timely assistance in moving all items forward
• Ensure effective coordination of activities and flow of information to and from the Vice-Provost office
• Maintain inventory and order office supplies for the Vice-Provost’s Office, and act as the main point of contact for departmental maintenance and custodial requirements
• Facilitate the efficient utilization of the Vice-Provost’s time through development and coordination of a complex calendar of appointments, meetings, social engagements and university/community functions with both individuals and groups
• Arrange all travel and speaking engagement requests for the Vice-Provost
• Support the development and assist with managing the Office’s budget and the units reporting into the Vice-Provost
• Maintain financial records, monitor and reconcile all department budget accounts, research and professional development accounts and follow up on any discrepancies
• Create and maintain a calendar of all scheduled internal and external events in collaboration with department leadership and staff
• Schedule, coordinate and attend departmental meetings, preparing agendas, supporting documentation, taking/circulating minutes and providing follow-up action items to appropriate parties
• Support the adherence of cultural protocols at significant events
• Collect, analyze and assimilate information and necessary data required to assist the Vice-Provost in the development of various reports
• Assist the Vice-Provost in the development, editing, validating, and dissemination of Reports, newsletters and other communication materials
• Participate events and activities outside of regular business hours to support operational needs

Benefits

• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan
• Vacation: Up to 3 weeks per year, in addition to university holidays
• Professional Development: Eligibility for the Brock Tuition Waiver Program

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree