Job Description
Job title
Executive Assistant - to a Vice President
Reports to
Vice President (Academic, Administration and Finance, Research or
External)
Job purpose
Reporting to a Vice President, the Executive Assistant’s duties will include a wide range
of executive level administrative support ranging from, coordination of information flow,
ensuring accurate and timely delivery of senior level administrative services, providing
support to internal committees that report to the Vice President, and briefing the Vice
President on relevant and current issues.
In addition, the Executive Assistant will co-ordinate the daily operations of the VicePresident’s office, developing and implementing processes that improve office
functionality, efficiency and professionalism. The Executive Assistant may also oversee
the day to day work of other administrative, clerical or office staff.
Duties and responsibilities
This job description outlines the general nature and level of work to be performed by employees in this
position or within this classification. Management retains the right to assign or reassign duties and
responsibilities to this position at any time according to the organization’s needs. The Job Description is
not a comprehensive inventory of all duties, responsibilities and qualifications that may be required of
employees assigned to the position or classification.
Specific duties may include:
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Prepare documentation and correspondence, memoranda and reports and gather
background materials.
Make independent decisions regarding planning, organizing, and scheduling of work.
Coordinate schedules/calendaring and keep the Vice President on schedule.
Coordinate travel for the Vice President including air and hotel arrangements, ground
transportation, meeting preparation (i.e. presentations, documentation, logistics, etc).
Prepare meeting packages, attend and record proceedings, prepare and distribute
minutes, communicate committee decisions, and initiate and/or complete any
required follow up.
Maintain records and contact information for key external constituencies including
government officials and politicians at local, regional, provincial, and national levels.
Respond to and direct requests from all patrons, in person, via telephone and e-mail.
Assist in budget preparation, monitor expenses, reconcile credit card payments and
generate web requisitions.
Day to day supervision of and related human resource functions for, clerical,
administrative or office support staff assigned to the Vice President’s office, if
applicable.
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Other duties more specific to the office of the particular Vice President supported, as
may reasonably be assigned.
Qualifications
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Two year certificate or diploma in office or business administration
Minimum of 5 years of related experience at a senior administrative level,
preferably in an academic environment
An equivalent combination of education and experience will be considered.
Knowledge, Skills and Abilities
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Ability to perform and communicate in a highly professional and effective
manner, in a rapidly-changing environment
Ability to work with and process confidential information with discretion and
sensitivity
Excellent interpersonal and organizational skills and the ability to prioritize under
pressure
Excellent verbal and written communication skills
Ability to exercise initiative, judgment and problem solving skills to complete
work, take responsibility and make decisions based on solid analysis and
interpretation
Ability to relate and work effectively with University employees, faculty, students
and the general public in a collegial, cooperative and respectful manner
Proficiency is required in the use of word processing, database and spreadsheet,
presentation, email, and electronic calendar software (i.e. MS Word, Access,
Excel, PowerPoint and MS Outlook)
Competencies
Core Competencies
Communication: Clearly conveying and receiving messages to meet the needs of
all. This may involve listening, interpreting, formulating and delivering, verbal, nonverbal, written, and/or electronic messages. Creates an atmosphere in which timely
and high-quality information flows smoothly up and down, internally and externally
of the University and encourages open expression of ideas and opinions.
Continuous Learning: Demonstrates eagerness to acquire necessary technical
knowledge, skills and judgement to accomplish a result or to serve a team member
or a customer/client’s needs effectively. Has desire and drive to acquire knowledge
and skills necessary to perform the job more effectively.
Diversity: Diversity encompasses acceptance and the ability to interact effectively
in the provision of respect to diverse populations. It means understanding that each
individual is unique, and recognizing individual differences. These can be defined for
example by; culture, ethnicity, gender, language, sexual orientation, socio-economic
status, legal status, age, religious beliefs, political beliefs, and so forth, affirming and
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valuing the worth of individuals, families and communities and protecting the dignity
of all and providing a safe, positive, and nurturing environment.
Flexibility: Personal willingness and ability to adapt behaviour and work methods in
response to new information, changing conditions or unexpected obstacles.
Leadership and Motivation: Ability to provide direction and to inspire and support
others to achieve the Vision, Values and objectives of the team and the University as
a whole.
It requires that everyone shows respect for others, tolerance and
openness.
Organizational Awareness: Ability to understand the structure and culture of the
organization and to achieve value whilst ensuring that you consider the impact of
your own or your team’s action on the University. It is about fostering an
entrepreneurial culture by reducing complexity, avoiding waste and maximizing
opportunities. It is about improving quality and working to reduce costs.
Planning and Coordination: Ability to select priorities, co-ordinate activities
make best use of resources to ensure that the University’s Vision, Values
objectives are achieved. It is about all staff knowing their criteria for success,
addressing their priorities by using their time wisely, reviewing their workload
resource needs in order to succeed.
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Problem Solving and Judgement: Ability to assess options and implications, in
order to identify solutions. Identifies and analyzes problems, distinguishes between
relevant and irrelevant information to make logical decisions and provides solutions
to individuals and organizational problems.
Results Orientation: Ability to understand, use and review the main University
processes and systems. It is about encouraging a continuous improvement culture,
keeping an open mind to new ideas, eliminating waste, bureaucracy and unnecessary
administrative costs.
Service Orientation: Ability to provide and maintain the highest standards of
service for all customers/clients. It is about putting our customers/clients at the
heart of everything we do by designing and delivering programs, services and
processes which meet or exceed their diverse needs.
Teamwork and Collaboration: Ability to work in partnership with your own and
other teams to ensure mutual understanding of objectives, effective communication
and collaboration towards shared priorities. It is about creating opportunities to
network across all functions recognizing the interdependence of individuals and
services.
Values and Ethics: Fostering and supporting the principles and values of the
organization and the Public Service as a whole.
Role Specific Competencies
Accountability / Dependability: The extent to which one internalizes and
outwardly expresses responsibility for timeliness, commitment to task, adherence to
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performance standards, and conformity with the rules and policies of an
organization.
Attention to Detail: The extent to which one systematically employs a standard
system of organization in work process and related resources and an overall concern
for integrating all aspects of the task, situation and/or work-related problem as a
means of achieving optimal efficiency and effectiveness in performing job-related
duties/responsibilities.
Information Seeking: Manner by which an individual addresses and handles the
flow of information. Ability to identify, systematically collect, and organize
information for use by self or others in an organization. Information may be new or
updated procedures and policies, business contacts, etc.
Working conditions / Physical Effort
Physical effort and working conditions will be typical of an office or administrative
position: sitting, keyboarding, talking on the phone, looking at a computer monitor,
occasional light lifting and moving from office to office for meetings.
Normal hours of work will be 8:30 am – 4:30 pm Monday through Friday. Some flexibility
may be required from time to time.
Work will generally be completed in an open or shared work space.
Direct reports
No positions will directly report to the Executive Assistant, however s/he may
oversee the day to day work of other clerical, administrative or office assistants.
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I have read, and I understand the Duties and Responsibilities of this position, and I
understand the Core and Role Specific Competencies and behaviours expected of me in
carrying out those Duties and Responsibilities.
Job Description
Approved by:
(Manager /
Director)
Reviewed by:
(HR)
Print name & position title and sign here
Print name & position title and sign here
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Date Job Description last reviewed / updated:
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