Executive Assistant, Assistant Vice-President Alumni Relations

Date Posted: 10/18/2024
Req ID: 40238
Faculty/Division: VP - Division of University Advancement
Department: Alumni Relations
Campus: St. George (Downtown Toronto)

Description:

Position Summary: 

Under general supervision, the incumbent provides comprehensive administrative support to the Assistant Vice-President, Alumni Relations in all matters relating to the smooth running of the Assistant Vice-President’s office. The incumbent also maintains excellent relations with the senior members of the DUA senior management team and other executive offices within the university, including all constituencies.

The incumbent provides executive administration related to the AVP's responsibilities, provides administrative support to the Office of the AVP and her direct reports, as required; assists with communication, relationship management and provides project support.  Duties include: maintaining a comprehensive calendar for the AVP; coordinating complex meeting requests with senior members of the Alumni Relations and broader DUA and University teams; preparing background material; drafting and distributing complex communication materials/correspondence; serving as the point of contact for alumni, donors, senior volunteers and senior administrative officers; develops and drafts meeting schedules, agendas, meeting packets, minutes and correspondence directed to both internal and external stakeholders. In addition, the incumbent serves as a liaison with the Manager, Cross Portfolio Initiatives to ensure that travel plans and arrangements are aligned and that the AVP’s schedule, travel requirements and other responsibilities are factored into planning and preparation for delegation and other travel.  The incumbent will take the lead on travel and accommodation arrangements for the AVP as required, depending on the nature of the trip.  

The incumbent serves as the first point of contact and is a key administrative representative for the Alumni Relations office; triages both internal and external requests; and maintains positive relations with internal and external stakeholders.  The incumbent serves as a liaison with various senior level administrators on a variety of highly confidential issues and works in collaboration with various campus departments in accomplishing duties.  The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness, and absolute confidentiality. The incumbent must present a professional image of the alumni office and the University by interacting knowledgeably and courteously with many people including donors, volunteers, senior administrators, faculty, staff, students, and community members.  The incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.

Qualification Required:

Education:

• University degree or acceptable equivalent combination of education and experience.

Experience:

• Minimum five (5) years’ experience in progressively responsible senior administrative roles.
• Experience working in an academic environment and/or with fund-raising environment preferred.  
• Intensive experience using scheduling software. Experience working with technical information an asset.
• Proven success in providing superior service and support in a busy, demanding environment.
• Knowledge of the University structure and senior administration an asset.  

Skills:

• Superior word processing skills using Microsoft Word; 65 wpm typing; advanced working knowledge of Microsoft Word, Excel, and PowerPoint.  
• Experience with computerized scheduling software, email and internet.

Other:

• Exceptional knowledge of University policies and procedures, and decision-making processes.
• Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem solving skills.
• Demonstrated ability to draft clear and concise correspondence.  
• Strong customer-service orientation.  
• Demonstrated initiative, accuracy, leadership and meticulous attention to detail.
• Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.  
• Ability to organize a heavy and fluctuating workload in a changing environment.  
• Ability to work under pressure and to meet deadlines.  
• Ability to assimilate and interpret significant amounts of information.  
• Ability to work effectively and professionally, both independently and within a team environment

Closing Date: 11/03/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $75,286 - $87,834 -- Broadband Salary Range: $75,286 - $125,475
Job Category: Administrative / Managerial