Executive Assistant & Events Officer

at  Queens University

Executive Assistant & Events Officer
About Queen’s University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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Job Summary
Reporting to the Southeastern Ontario Academic Medical Organization (SEAMO) Director of Operations, the Executive Assistant & Events Officer is responsible for providing executive level support to the Executive Director and the Director of Operations. Responsibilities include drafting correspondence, maintaining calendars of the leadership team, coordinating attendance and agendas for conferences and meetings, booking travel, as well as scheduling, compiling, processing and disseminating information to stakeholders. The Executive Assistant & Events Officer provides leadership and frontline services at SEAMO events. The Executive Assistant & Events Officer also provides executive and administrative support for the SEAMO governance committees.
The Executive Assistant & Events Officer assumes leadership responsibilities for special events and projects under the leadership team’s direction. The incumbent will work collaboratively across the SEAMO network, with internal and external stakeholders and advisory committees and is expected to communicate project activities and ensure desired outcomes of projects are achieved.
Occasional work flexibility is needed to meet the demands of the office.
Job Description

REQUIRED QUALIFICATIONS:

• Four year university degree, preferably with a focus in the area of business administration, or relevant field.
• Minimum of 5 years experience in a senior administrative role, providing executive level support at the university or an institutionally relevant environment.
• Comprehensive knowledge of relevant university policies, procedures, financial/computing systems and the organizational structure of the Organization is considered an asset.
• Experience in project management considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Respects diversity and promotes inclusion in the workplace.
• Well-developed communication skills to effectively work with, and build collaborative relationships with, a diverse group of people (internal and external to the University). Acknowledges diverse ideas and interests of all members when making decisions.
• Well-developed written and verbal communication skills to effectively work with and build collaborative relationships. Ability to communicate articulately and sensitively in writing, over the telephone and face-to-face with stakeholders.
• Excellent listening and interpersonal skills to interact with a diverse audience and serve as a representative of the Organization.
• Strong ability to problem solve, exercise discretion, and know when to involve others in decision-making. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Advanced administrative skills in Word, Excel, PowerPoint, Microsoft 365 applications, PeopleSoft, etc. Ability to adapt to changing technology and implement new processes to increase productivity.
• High level of attention to detail and accuracy with strong analytical, interpretive and problem-solving skills to help resolve administrative problems and maximize efficiency.
• Proven leadership ability and ability to work as part of a collaborative team.
• Capable of working independently, strong initiative, professional and big picture orientation.
• Knowledge of university procedures, policies, and regulations.
• Ability to effectively compile and synthesize information from multiple sources to lead, and/or recommend, projects or initiatives to improve the department’s services or operations.

• Provides executive administrative support to the Leadership team through managing, planning and coordinating diverse activities, performing research and analysis to prepare presentations, or reports, in addition to following up or resolving issues to ensure commitments and objectives are met. Serves as an initial point of contact for the Leadership team and SEAMO, and coordinates required action or response as appropriate.
• Directs and plans the Leadership team’s schedule determining relative priorities to ensure urgent/sensitive matters receive immediate attention. Plans recurring meetings with internal and external stakeholders and prepares/distributes relevant materials (e.g. draft agendas, produces minutes, prepares presentations).
• Provides high level administrative support to the leadership team including maintaining calendars (screening, scheduling, prioritizing, arranging, rearranging, deferring appointments and meetings), preparing and distributing confidential correspondence, documents reports and word processing, managing files and gathering and compiling data, as required.
• Provides executive and administrative support including scheduling, travel and minutes for the SEAMO governance committees.
• Oversees and organizes itineraries for the leadership team’s external visits. Arranges and coordinates all arrangement including travel, accommodations and materials preparation. Communicates to key stakeholders, as required.
• Processes, screens, and responds to or directs SEAMO general inquires, via mail and e-mail.
• Acts as the contact and resource person for the leadership team and staff, ensuring the team is advised and aware of important matters requiring their attention. Liaises with the others in the department, within the university, the hospitals, and with outside agencies.
• Maintains an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensures the leadership team is properly prepared and briefed for meetings, ensuring that any necessary follow-up is completed. Maintains subject and chronological files for the Organization.
• Supports meeting arrangements, conferences and events where the leadership team is in attendance. This includes, reserving rooms, arranging meetings, organizing catering, dinners and receptions, and paying travel claims, or expenses.
• Provides project management leadership to SEAMO hosted and co-hosted events, including drafting event proposals, completing administrative tasks, such as managing all logistic plans, monitoring budget, external companies and contract negotiations. Liaises with other event coordinators from SEAMO stakeholder groups.
• Supports the work associated with large projects and applies project management skills including planning and coordinating; conducting research; scheduling/organizing meetings/events to further the projects.
• Leads the development and maintenance of the SEAMO customer database project and maintains department directories.
• Works closely with the leadership team to build relationships and partnerships with stakeholders to advance SEAMO’s initiatives.
• Provides work direction, and technical/functional guidance to casual staff. Schedules and assigns work and oversees its completion. Coordinates and monitors workflow.
• Provides orientation and on-the-job training to casual employees. Provides coaching and feedback on work quality issues, providing related day-to-day supervision. Escalates unresolved performance and/or disciplinary matters to management.
• Undertakes other duties and/or special projects as assigned in support of the department.