Executive Assistant

at  University of Saskatchewan

EXECUTIVE ASSISTANT

Primary Purpose: To provide confidential and high-level executive support to the Chief Financial Officer (CFO) and the Strategic Finance Office. Additionally, to provide comprehensive administrative support within the senior leader’s portfolio.
Nature of Work: Reporting to the Manager, Administrative Network, the Executive Assistant is part of a collaborative and agile administrative team. The incumbent’s work encompasses a broad range of complex duties and processes that require great attention to detail. The incumbent will effectively manage a high volume of work in a fast-paced environment with frequent interruptions, competing priorities, and conflicting deadlines. A solid understanding of the priorities, goals, and visions of the portfolio is necessary, and will guide the incumbent during their day-to-day work and when making impactful decisions. Continuous change is the norm, and the incumbent will anticipate, influence, adapt to, and help others through change.

• Strategically manages the Leader’s calendar, establishing standards that provide a balance between meeting and office/work time, reflects the priorities of the unit, and allows for flexibility in a fast-paced and frequently changing environment
• Develops a variety of documents, reports, presentations, and packages for the Leader as required
• Provides comprehensive support for meetings, committees and events, including agenda preparation, document management, scheduling, minute-taking and logistics to ensure smooth and efficient coordination
• Effectively represents the Leader in all modes of communication, ensuring appropriate tone and interest are projectedActively seeks out and understands the unit’s priorities in order to provide effective support
• Acts as a first point of contact, answers questions in a respectful and professional manner, and provides clear direction in alignment with values, policy and priorities
• Effectively collaborates and problem solves with other colleagues across USask, and other private and governmental organizations
• Using collaborative and team-building skills, manages assigned projects and tasks; this may include building out knowledge, delegating work, and otherwise engaging with colleagues
• Uses judgement, confidentiality, and discretion when handling sensitive issues
• Organizes travel arrangements, submits, and approves travel and other expense reports
• Assists with continuous improvement by identifying issues and participating in process evaluation and re-design
• Enables the USask shared services models; this includes collaborating with the SBAs and following established best practices with transactional work submitted via ConnectionPoint
• Submits financial and administrative requests to USask systems on behalf of individuals and units
• Efficiently manages both physical and digital records utilizing platforms like SharePoint
• Performs general office duties
  Education: Completion of Grade 12 and an office administration diploma from a recognized post-secondary institution. Undergraduate degree preferred.
  Experience: A minimum of five years of related experience, preferably supporting executive members in a large organization. Experience with USask systems is a strong asset.
  Skills: Qualified candidates will be able to demonstrate effective interpersonal and communication skills, both written and verbal. Strong attention to detail is required. The incumbent will be able to thrive, make sound decisions, and complete work accurately in a busy work environment with frequent interruptions and competing priorities under minimal supervision. Candidates must be able to deal positively and effectively with stressful situations and encourage constructive, collaborative relationships. Qualified candidates must be proficient with Microsoft Office software (SharePoint, Teams, Word, Excel, PowerPoint, Visio, and Outlook) and be able to learn new computer programs quickly.
  Department: Administration Network
  Status: Permanent
  Employment Group: Exempt
  Full Time Equivalent (FTE): 1.0
  Salary: The salary range, based on 1.0 FTE, is $52,403.00 - 92,228.00 per annum. The starting salary will be commensurate with education and experience.