Senior Executive Assistant and IT Governance Coordinator

University of Ottawa•Ottawa, ON

11d•CA$64,865 - CA$81,935•Hybrid

About The Position

Information Technology is a dynamic and collaborative environment. We are focused on prioritizing and optimizing technological investments that facilitate the best student experience, as well as the activities of faculty, researchers and staff. Our greatest strength are the people working with us. People like you, professionals eager to flex their intellectual muscle and achieve new heights in their career. Working here gives you access to a great IT environment, rich with a diverse range of platforms, products, and services. This is a place where innovative ideas are welcome. In a nutshell: working here is challenging and rewarding. It’ll bring out the best of you. We want people that have the drive to advance IT in higher education. We have the technologies to keep your inner fires burning, and benefits that can help you sustain a better lifestyle. And all this minutes away from gyms, the Byward Market, downtown, and the Rideau Canal at lunch time for runners and skaters. Reporting to the Senior Director, IT Solutions, the incumbent provides administrative support to ensure smooth office operations and support the implementation of projects and activities. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, coordinates events and assigned projects.

Requirements

Postsecondary education in administration, office technology or an equivalent combination of education and work experience.
Minimum five (5) years of demonstrated experience in a similar role.
Experience in bilingual administrative writing with very good grammar skills.
Very good knowledge of computer software.
Strong organizational skills, autonomy and judgment.
Strong communication skills.
Bilingual – English and French (written and spoken).

Responsibilities

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 protect the service’s image.
Attends senior management meetings to take notes and prepare minutes to follow up on decisions made.
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 sub-committees.
Manages senior management calendars, and schedules and confirms meetings to optimize use of time.
Coordinates scheduling of meetings for committees and sub-committees chaired by senior manager.
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 made.
Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes.
Coordinates document archiving.
Maintains a reminder system for files requiring follow-up.
Performs analysis and research, and compiles data, statistics and other information to produce reports that support discussions, decision making, special projects and management activities.
Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.