Senior Executive Assistant

University of Ottawa • Ottawa, ON

14h • CA$64,865 - CA$81,935 • Onsite

About The Position

The Senior Executive Assistant provides administrative support to senior management (University Librarian and Dean of Libraries, Chief of Staff) 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

• University degree in administration, office technology or an equivalent combination of education and work experience.
• At least 05 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
• Bilingualism: French and English (oral and written)

Responsibilities

• Greets, informs and redirects people, both internal and external to uOttawa.
• 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 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.
• Coordinates travel arrangements for the senior manager.
• Researches suppliers to obtain estimates and make 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.

What This Job Offers

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