Senior Executive Assistant

University of Ottawa•Ottawa, ON

1d•Onsite

About The Position

The Faculty of Engineering strives to provide a learning environment that promotes excellence and innovation, ethical practice and responsibility towards society. Our workplace will challenge, energize and motivate you to be your very best while providing opportunities for career growth and professional development. Our work makes a world of difference in the lives of our students, who will become the next generation of leaders and change makers of our society. Our dynamic community is dedicated to building innovations that will not only help the advancement of technology, but solutions that will revolutionize the industry. We look forward to making the future TOGETHER! Provides administrative support to the Dean to ensure smooth office operations and support the implementation of projects and activities. Performs all duties autonomously and proactively. Will 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 years 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
Bilingualism
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 people, both internal and external to uOttawa.
Receives and screens correspondence and phone calls intended for the Dean, 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 the Dean.
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 faculty’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 Dean.
Prepares requests for approval by the Board of Governors, Senate, AC and other committees and sub-committees.
Manages the Dean’s calendars, and schedules and confirms meetings to optimize use of time.
Coordinates scheduling of meetings for committees and sub-committees chaired by the Dean.
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.
Supports the Dean in planning and implementing priority, strategic and highly confidential projects.
Leads the planning and implementation of high-level administrative activities and special projects for matters under the responsibility of the Dean, such as conducting comprehensive analyses, drafting official documents, memorandum and reports, and preparing presentations.
Coordinates travel arrangements for the Dean.
Researches suppliers to obtain estimates and makes the necessary reservations in compliance with uOttawa regulations.
Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize payment of invoices and reimbursement of travel expenses.
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.