Administrative Assistant

at  Dalhousie University

JOB SUMMARY

The Office of University Legal Counsel is responsible for managing the university’s legal affairs, provision of counsel to senior officers, and administrative and academic units on a wide range of legal issues affecting university programs, activities and operations. Reporting to the Legal Coordinator and Office Manager, the Administrative Assistant will provide high-level professional and operational support to the Associate Secretary, Board of Governors and assist in maintaining the University Secretariat’s responsibilities and expertise as the governance resource for the University. The role is also responsible for reception duties and providing administrative support to the offices of Legal Counsel and the University Secretariat.

REQUIRED QUALIFICATIONS

• Business/Office Administration program with three years’ related work experience (or equivalent combination of training and experience).
• Proficiency with productivity tools including Outlook, Word, Excel, Teams, OneNote, and SharePoint/One Drive.
• Proven organizational skills, attention to detail, excellent written and oral communication and interpersonal skills.
• Demonstrated ability to exercise judgment and discretion in dealing with confidential information, and in dealing with a broad range of individuals and units (senior administration, Board members and their staff, faculty, staff and students) both internal and external to Dalhousie.

• Assist with the preparation of Board committee meeting materials and agendas, liaising with the Associate Secretary, Board of Governors to ensure timely inclusion of long-range decision items.
• Manage high-priority projects for the Board of Governors, including the annual Board Orientation, Board Retreat, Board Dinner, and joint Board-Senate functions.
• Maintain the Board member database as part of an overall information management strategy, responding to inquiries on Board membership and service as appropriate.
• Organize and maintain Board records and confidential files, consistent with legislated requirements and the University Secretariat’s standards as the repository of university governance and records.
• Provide reception support for the Legal Counsel Office, acting as first point of contact for visitors and staff as well as provide administrative support to the Legal Counsel Office and University Secretariat as needed.
• Maintain the websites for both the Legal Counsel Office and University Secretariat websites, ensuring accuracy and inclusion of all relevant information on a continual basis.