Executive Assistant, Office of the President

University of Ottawa•Ottawa, ON

1d•CA$76,882 - CA$96,103•Onsite

About The Position

Provides administrative support to senior management to ensure smooth office operations. Coordinates the planning and implementation of the senior management office’s activities and projects in order to support the attainment of the office’s strategic objectives while maintaining the highest standard of quality. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel and prepare documents and reports.

Requirements

University degree in administration, office technology or an equivalent combination of education and work experience
Minimum seven (7) years of demonstrated experience in a similar role
Experience in bilingual administrative writing with excellent grammar skills
Excellent knowledge of computer software
Strong organizational skills, autonomy and judgment
Strong communication skills
Ability to work flexible hours
Bilingual– English and French (written and spoken)

Nice To Haves

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

Responsibilities

Greets, informs and redirects internal and external clients.
Receives and screens correspondence and phone calls intended for senior management, determines their relevance and urgency to ensure follow-up, and informs or involves senior staff as necessary.
Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of senior management.
Creates and maintains templates for outbound official communication from offices of senior management, in compliance with uOttawa’s regulations and with a view to protecting the service’s image.
Attends senior management meetings to take notes and prepare minutes to follow up on decisions.
Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chief executive.
Prepares requests for approval by the Board of Governors, Senate, AC and other committees and subcommittees.
Coordinates the planning and implementation of the senior management office’s operational activities.
Ensure that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office’s strategic objectives, orientations and priorities in order to provide senior management with a standardized and high-quality support service.
Manages senior management schedules, schedules and confirms meetings to optimize use of time.
Coordinates scheduling of meetings for committees and subcommittees chaired by senior managers.
Maintains updated lists of members, and prepares and sends out meeting invitations and agendas.
Prepares and distributes any necessary documents and files, and follows up on decisions.