Executive Assistant

Job Description

Job Summary:

This position provides a high level of professional executive assistance and administrative support to the Vice President for Institutional Advancement and Global Engagement. The position may also provide high level of administrative support to the Directors in the office of Institutional Advancement and Global Engagement.

Specific Duties and Responsibilities:

– Manage all incoming correspondence and enquiries to the IAGE office by evaluating to determine required action and associated priorities. Initiate action as appropriate, including referring matters to relevant staff members for action and/or advice and taking follow-up action to ensure timely resolution of all matters.
– Manage diaries and contact lists for the VPIAGE, collate and prepare material for meetings and ensure that appropriate briefings are provided to the VPIAGE.
– Prepare routine correspondence and draft more complex correspondence on behalf of the VPIAGE and assist with the preparation of reports and other documents.
– Organize domestic and international travel for the VPIAGE including scheduling of meetings, preparing itineraries, booking transport and accommodation and completing University travel forms and other relevant documentation.
– Manage reimbursement of expenses for the VPIAGE and reconcile Executive Cards in accordance with University policy and procedures or arrange per-diems.
– Coordinate the annual office staff appraisal process as well as other HR activities related to staff in consultation with the VPAIGE, ensuring that appropriate documentation is completed and forwarded to Human Resources in a timely manner.
– Provide a high level of administrative support for the office’s personnel recruitment activities in coordination with Human Resources. Duties may involve the processing of a high volume of applications, collating assessment documentation, arranging pre-screening interviews held at international meetings and fly-outs for formal interviews. These activities are performed in close liaison with HR staff.
– Prepare presentations for delivery at formal meetings and other events, including sourcing and collating information and arranging this in an appropriate format and style.
– Assist with the organization of staff meetings and strategic planning activities. This includes scheduling of meetings, booking venues, arranging catering, liaising with facilitators and other external participants, drafting agendas, organizing papers, recording key discussion and outcomes and ensuring any follow-up actions are taken.
– Undertake research into a diverse range of issues, sourcing relevant data both internal and external to the University. Collate, analyze, and present data for consideration by the VPIAGE.
– Oversee the maintenance of office calendar of events and meetings.
– Act as the Secretary to any office committees.
– Maintain an efficient and well-organized office in an environment where confidentiality, responsiveness and proficiency are essential, ensuring that University policies and procedures are adhered to.
– Develop and maintain effective administration procedures and records management systems for the efficient operation of the office.
– Liaise effectively with a diverse range of people including staff at all levels within the University, students, and external VIP stakeholders.