Executive Assistant

at  Northern Ontario School of Medicine

The Executive Assistant works in a complex environment and provides confidential and high-level administrative support to the Associate Vice President, Finance and Administration (AVFPA) and as needed, to the Senior Management Group within Administration and Operational Support Portfolio (AMG-AP).
The Executive Assistant provides high quality administrative, logistical, and strategic support to the above-mentioned areas ensuring their effective operation which includes extensive internal/external relationship management and organizational oversight. While adhering to the highest standards of professionalism, confidentiality, and collaboration, the Executive Assistant manages all aspects of the portfolio. The Executive Assistant also collaborates on major project activities with the other Units at NOSM University and will also administratively support various committees and working groups that are led by the Associate Vice-President, Finance and Administration.
The incumbent is expected to work independently with minimal supervision, while ensuring the portfolio successfully navigates through a multitude of functions and responsibilities.
The incumbent will be a member of the Executive Assistants Group.

EDUCATION

• A College diploma (preferably in Office Administration, Business Administration or other administrative-related discipline), from a recognized Canadian institution with accreditation or an equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES

• A minimum of five (5) years of experience gained in an executive administrative assistant function is required.
• Demonstrated time management skills;
• Ability to adapt to new technology;
• Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times;
• Ability to effectively communicate both verbally and in writing;
• Ability to respond quickly in a dynamic and changing environment;
• Ability to work individually as well as part of a team;
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint);
• Strong writing, editing, and proofreading skills;
• High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment;
• Experience with database entry and spreadsheet management is required;
• Demonstrated experience recording and transcribing formal and/or informal minutes is required; and
• strong interpersonal skills.

Tasks include but are not limited to the following:

• Confidentially reviews and handles the AVPFA’s incoming mail and demonstrates initiative in determining appropriate course of action. Reads internal and external correspondence, addresses issues as appropriate and responds directly and/or composes response for the AVPFA’s signature.
• Coordinates the day-to-day activities of the AVPFA through calendar management. Schedules and organizes travel, events and meetings on behalf of the AVPFA or SMG-AP. Prepares all required materials including agendas, travel and meeting details.
• Liaises with the Office of the Vice-President, Administration and COO through the Executive Administrator, to manage/coordinate various tasks, issues and functions as they impact and/or relate to both offices.
• Works collaboratively with the Executive Administrator and provides support to the Office of the Vice-President Administration and COO as needed.
• Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the University, its policies and procedures. Determines the appropriate course of action and follows through to resolution. Alerts the AVPFA or SMG-AP to matters which demand attention or redirects matters to the appropriate office for action.
• Supervises the records management function of the AVPFA and/or SMG-AP, ensuring all files are current, organized and accessible as required.
• Provides administrative support for internal and external working groups and committees led by the AVPFA. Includes preparing agendas, assembling background materials, attending meetings, taking minutes and coordinating the follow-up actions.
• Monitors the AVPFA’s budget and holds limited delegated signing authority. Maintains financial records applicable to the AVPFA, tracks expenses against the financial budget and reconciles expense reimbursements for the AVPFA.
• Reviews reimbursement requests from the AVPFA direct reports and advises of any protocol/policy discrepancies.
• Assists in the administrative development of an annual work plan for the Portfolio and facilitates the work of the AVPFA by keeping tasks, actions, and priorities on track.
• Assists in updating Administration Unit/Portfolio Policies and Procedures.
• Assist the SMG-AP with other duties including, but not limited to: contract administration, financial reporting, document coordination and dissemination.
• Acts on behalf of the AVPFA and/or SMG-AP for specific projects, as requested.
• Interprets and applies organizational protocols and workplace rules as appropriate.
• Performs other duties as assigned.