Executive Assistant, Office of the Vice-President People and Culture

at  University of Prince Edward Island

The University of Prince Edward Island invites applications for the position of Executive Assistant. This position is the main point of contact for the Office of the Vice President People and Culture and plays a key ambassadorial role in representing the office by creating a safe, positive, and welcoming atmosphere while providing information through confidentiality, tact, and diplomacy.
This position reports directly to and is under the general supervision of the Vice President People and Culture and works with a high degree of independence. The Executive Assistant position exercises strong decision- making ability and sound judgment, on matters requiring the Vice President’s attention and is expected to determine priorities, deadlines, and objectives. The incumbent collaborates with other University management and staff to achieve priorities.

QUALIFICATIONS:

• Undergraduate degree in business or office administration, or a certificate in office administration combined with professional development, and relevant senior level experience in an academic institution
• Five years of experience, preferably in a university setting in a senior level central administrative unit. Familiarity with university structures, governance and processes is an asset
• Courses in project management would be an asset
• Strong organizational and document management skills
• Strong analytical skills, detail oriented and ability to work with limited supervision and prioritize workload to meet deadlines efficiently and effectively
• Excellent interpersonal, oral, and written English communication skills
• Ability to demonstrate and maintain high level of diplomacy, judgment, and confidentiality
• Excellent customer service skills, including initiative, problem solving and follow through
• Advanced level of computer skills in a wide range of software applications such as Word, Power Point, Excel, including preparation of presentations, tables, reports, statistical charts, and manipulation of data
• Good working knowledge of budget preparation and financial/administrative data processing systems

• Provides executive level support to the Vice-President People and Culture (“VPPC”)
• Plans and executes the VPPC’s complex schedule to optimize time, ensure priority issues are addressed in a timely manner, and balance the many conflicting demands and time sensitive and/or emergency situations
• Ensure the VPPC is appropriately briefed and prepared for meetings and events, and thoroughly debriefed following the meetings/events
• Ensures clear, timely and effective communication with the Vice President to prioritize attention to items that will maintain and build UPEI’s professional reputation among all stakeholders
• Provides support to key senior level institutional bodies and assist the VPPC in the compilation of materials/information for various committees
• Provides administrative support to the Associate Vice President, Legal
• Arranges meetings, prepares agendas, minutes, and related background materials, following up on action items in a timely manner, as required
• Coordinates all travel arrangements for the VPPC
• Develops, establishes, and maintains information tracking systems, including electronic schedules, physical and electronic filing systems, budget/invoicing process and reports, expense reports, and email management
• Represents the Vice-President, communicating both internally and externally, orally and in writing on day-to-day operational issues and specific planning activities; liaises with senior University management, officials in other post-secondary institutions, external suppliers and Board members as required
• Provides courteous, accurate and timely customer service to students, staff and external clients and refers inquiries and issues to appropriate areas
• Maintains detailed knowledge of administration and policies, procedures, programs, and organizational structures to respond effectively to various stakeholders
• Performs other related duties as assigned