Executive Assistant, HRE

Brock University•St. Catharines, ON

6d•CA$62,115 - CA$99,384•Hybrid

About The Position

The Executive Assistant provides a broad range of confidential and executive level administrative support to the Associate Vice-President, Equity, Diversity & Inclusion (AVP, EDI) and within the Human Rights and Equity Office (HREO). The Executive Assistant is responsible for providing administrative support to the department’s finance operations while managing the department’s space and facilities. This role 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 HRE portfolio.

Requirements

University Degree or related courses or the equivalent combination of education and experience;
Experience in administrative roles with progressive responsibility, preferably in an environment that handles confidential or sensitive information;
A strong intersectional feminist, anti-oppressive and anti-racist analysis;
Awareness of human rights, equity, diversity practice in post-secondary;
Demonstrated ability to work with sensitive information and maintain high level of confidentiality;
Demonstrated high-level of organization and ability to manage high volumes of activity and change;
Solid computer competency including word processing, spreadsheet, database, Workday (Finance and HR), Adaptive Planning system, DB BROCK, Brock Portal, Power BI, web applications and web maintenance, social media, internet search engines, graphics, and scheduling software;
Ability to maintain accurate records, including financial record keeping;
Excellent writing, grammar, editing, and proofreading skills;
Exceptional oral and written communication, listening and comprehension skills;
Superior interpersonal skills including tact, discretion, diplomacy and confidentiality;
Ability to represent the AVP with professional courtesy, understanding and employing appropriate protocols;
Effective listening skills, and the ability to balance and anticipate the needs of the AVP;
Excellent communication skills, including concise and accurate writing proficiency, editing and proofreading skills, and the ability to professionally interact with all levels of contacts;
Ability to establish priorities, organize own work, and work with minimal supervision;
Flexible and adaptable with the ability to deal with a changing work environment;
Ability to maintain high level of accuracy and strong attention to detail.

Nice To Haves

Experience in a Post-Secondary environment an asset.

Responsibilities

Respond to queries via telephone, mail, email and in person;
Process requests and inquiries from members of the Brock community including Faculty, Staff, students and community members;
Problem solve day to day issues including resolving scheduling conflicts to determine priority meetings;
Gather and compile information for reports, ensuring all departmental documents are produced in an accessible format;
Co-ordinate short-term and long-term space planning and maintenance for HRE;
Support the team and contribute to, departmental work and projects (i.e. tracking data base, event planning, case management support, etc.);
Provide confidential administrative support to the members of the Department;
Prepare flyers and advertise seminars hosted by outside speakers set-up visiting itineraries for speakers and guests, arranging travel and accommodations for visitors if needed;
Support digital content management, including website updates, social media, SharePoint, and promotional materials;
Coordinate and attend departmental meetings, take minutes, and circulate minutes to appropriate parties after meetings;
Assist HRE departmental areas in scheduling of events, workshops and community outreach activities;
Prepare financial transactions such as purchase orders, cheque requisitions, deposits, transfers, and wire payments including internal journal entry transfers and invoicing;
Provide coordination and administrative support for the PACHRED committees, including the Executive, Coordinating, and larger committee;
Monitor and track budgets, and provide financial support as required;
Maintain and update website content to ensure accuracy and accessibility.