Executive Assistant - Limited Term

at  Ontario Tech University

EXECUTIVE ASSISTANT - LIMITED TERM

Tracking Code: req1438
Faculty/Department: Office of Planning and Analysis
Number of Positions: 1
Appointment Type: Limited Term, 19 months
Hours of Work: 35 hours per week
Salary Range: Level 7 - Annual Hiring Salary, $58,329, with annual step progression in accordance with the Salary Grid.
Posting Date: January 24, 2025
Closing Date: February 6, 2025 (7:00 pm EST)

JOB SUMMARY:

The Executive Assistant provides day to day senior administrative and operational support to the Associate Vice-President, Planning and Strategic Analysis (PSA), and coordination and project support for the units within the Office of Planning and Analysis and Office of the Provost.

EDUCATION:

• Completion of a Formal Post-Secondary/College Program of two Academic Years or an equivalent combination of education and related experience may be considered
  
  
  
• Verification of Academic credentials may be required

EXPERIENCE:

• Minimum of 3-5 years senior administrative experience and experience in coordinating and supporting projects
• Administrative experience in an academic environment, including knowledge of university policies and procedures

KNOWLEDGE:

• Experience working with Ontario Tech U systems (FAST, Banner, EPAF, Concur) would be an asset
• Intermediate to advanced knowledge and skills using Microsoft Office software e.g. Word, Excel, Powerpoint
• Advanced knowledge of virtual meeting platforms including Google Meets, Zoom, Teams
• Understanding of budget development, financial record keeping and reporting

SKILLS:

• Excellent attention to detail, and the ability to manage high volume and multiple demands to maintain a high level of confidentiality while handling sensitive information and exercise appropriate judgement while working with this information
• Positive attitude and an excellent ability to build relationships with multiple teams and stakeholders
• Excellent communication and interpersonal skills, including concise and accurate writing proficiency, editing and proofreading skills
• A demonstrated ability to interact with all levels of staff at the university including faculty, staff and students with tact, diplomacy, and professionalism
• Excellent communication and diplomacy skills
• Ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions
• Strong organizational skills
• Ability to work independently and in a collaborative team environment
• Excellent time management skills and the ability to take initiative
• Strong judgment, flexibility and adaptability
• Advanced skills in computer programs such as Microsoft Word, Excel and PowerPoint and have the ability to learn new programs
• Research skill to develop briefing documents on various topic within the Associate Vice-President PSA portfolio

• Other duties as assigned to support the confidential, complex and competing demands of the Office of Planning and Analysis and Associate Vice-President, PSA