Senior Executive Assistant, President's Office

Senior Executive Assistant, President’s Office

Algoma University

Location : Sault Ste. Marie, ON

Department : Office of the President & Vice-Chancellor

Reference # MG-18204

Salary Range : $69,764 - $87,205

About Algoma University

Since its establishment in 1965 as Algoma University College in Sault Ste. Marie, Algoma University has increasingly assumed a national leadership role in supporting the university sector’s response to Truth, Healing and Reconciliation.

Algoma’s Special Mission is guided by the 7 Grandfather Teachings and Honouring Commitments, and is twofold in nature :

a. to be a teaching-oriented university that provides programs in liberal arts and sciences and professional programs, primarily at the undergraduate level, with a focus on the needs of Northern Ontario; and to

b. cultivate cross-cultural learning between Indigenous communities and other communities in keeping with the history of Algoma University and its geographic site.

With campuses located in Sault Ste. Marie, Brampton and Timmins, the tri-campus model that has emerged at Algoma University leverages the unique strengths, opportunities and broader community needs of each geographic location.

Through this model, Algoma provides students with rich experiential learning experiences and research opportunities across liberal arts, sciences, and professional disciplines.

Algoma University is committed to being a welcoming, inclusive, safe, and respectful learning community; one that values the opportunities to learn from and with students, staff, and visitors from all parts of the world.

Currently, Algoma University is home to over 5,000 students representing over 50 different countries, more than 430 full-time and part-time faculty and over 150 support staff and administrative personnel.

Senior Executive Assistant, President’s Office

Reporting to the Managing Director, the Senior Executive Assistant is responsible for providing executive administrative support to the University’s President & Vice-Chancellor, members of the Executive Team that reside in the Office of the President, and for the operational functions of the Office.

The incumbent provides senior-level support to the President and, at times, leads key projects impacting the community. This position acts as the team lead of the unit working closely with the Administrative Assistant(s) working in the President’s Office.

This role is key in fostering a positive and welcoming environment for visitors and guests.

The Senior Executive Assistant must be able to work in rapidly changing circumstances that require flexibility and the ability to work on multiple priority projects.

The incumbent must be able to work independently, exercise judgment, and know when to ask for help. This role is subjected to frequent interruptions requiring frequent re-assessment of priorities and workflows.

The role is an important representative of the university requiring a high level of discretion when dealing with sensitive and confidential matters.

The incumbent must display high standards of diplomacy and professionalism.

Key Responsibilities

• Direct and manage all tasks associated with the President's daily meetings and email correspondence.
• Manage and oversee all aspects of the Administrative Assistant’s role, including developing and implementing effective systems / procedures and monitoring performance, professional development, and growth.
• Use critical thinking and tact to strategically manage / prioritize the complex schedule / calendar and multiple competing and urgent priorities of the President.
• Plan and coordinate all travel arrangements, conference registrations, itineraries, and all other travel documents, authorizations, claims, and reconciliations as per university policies for the President (and guests, as requested).
• Reconcile the President's Office’s corporate Visa to ensure the balancing of statement and policy adherence.
• Support the President prior to, and during, important meetings and events. Seek relevant facts and information by contacting internal and external constituents, analyzing the information, and developing and identifying options and priorities.
• Assist in the preparation of weekly Senior Executive Team meetings and coordinating meeting attendees, including agenda organization.
• Providing research, data collection, reporting, and planning in support of various projects as required.
• Under the leadership of the Managing Director, support strategic priorities and key projects of the President’s Office;

assisting in establishing and / or supporting the development of objectives, determining priorities, developing and managing timelines, liaising with Senior Leadership Team, Directors, external consultants, students, and union groups.

Support the planning and coordination of travel arrangements, conference registrations, itineraries, and all other travel documents, authorizations, claims, and reconciliations as per university policies for Senior Team Members in the President’s Office and the University Chancellor.

Senior Executive Assistant Qualifications

Education and Experience

Post-secondary degree or diploma in the field of Business, and a minimum of three (3) years of related experience providing senior administrative support through various roles that demonstrate responsibility, or an equivalent combination of education and experience, is required.

Knowledge and Skills

• Demonstrated sound understanding of leadership and people management.
• Strong understanding and working knowledge of institutional by-laws, policies, procedures, and organizational relationships.
• Excellent time management, organizational, and problem-solving skills and the ability to work in a complex organization.
• Excellent interpersonal skills to deal with a myriad of individuals and organizations
• Solid writing and verbal communication skills.
• Strong project management and leadership skills.
• Ability to work independently, and make sound decisions.
• Experience with, and understanding of, budgeting including development, oversight, and tracking.
• Strong critical thinking and conflict management skills.
• Experience working within a complex unionized environment would be considered an asset.
• Excellent use of technology for collaboration.

How To Apply