Administrative Assistant

Lakehead University; Northwestern Ontario; On-site; CAD 55,000 - 75,000; Full time

Job summary

Lakehead University is seeking an Administrative Assistant to support the Office of Student Affairs. You will provide front-line, confidential administrative assistance to the Vice-Provost, Students & Registrar and the Associate Vice-Provost, Students, coordinating calendars, travel, meetings, and special projects.

Role requires a Bachelor's degree in a related field and at least five years of senior-level administrative experience, with strong communication, organization, and

Qualifications

• Bachelor's degree in Business Administration, Office Administration or related field.
• Minimum of five years of progressively responsible administrative experience supporting senior leaders.
• Experience handling confidential matters with professionalism and discretion.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Experience implementing administrative processes and workflows.

Responsibilities

• Coordinate and manage daily administrative operations for the Office of Student Affairs.
• Provide comprehensive administrative, coordination, and logistical support to senior leaders.
• Manage complex calendars, travel, meetings, and events with deadlines.
• Prepare agendas, minutes, and follow-up actions for committee meetings.
• Plan and track short- and long-term projects, ensuring deliverables are met.
• Develop and improve administrative processes and SOPs for efficiency.
• Assist with recruitment, onboarding, and training for staff.
• Coordinate financial processes including budget monitoring and invoicing.
• Serve as a primary contact for faculty, staff, students, and external stakeholders.

Skills

Microsoft Office Suite

Google Workspace

Zoom

Communication skills

Organization

Calendar management

Education

Bachelor's degree in Business Administration or related field

Tools

Excel

PowerPoint

Outlook

Job description

The Administrative Assistant is responsible for the day-to-day administration of the Office of Student Affairs. This role provides comprehensive administrative, coordination, and logistical support to the Vice-Provost, Students & Registrar, and the Associate Vice-Provost, Students. The incumbent serves as a key point of contact for the office, manages administrative processes, coordinates meetings and events, maintains records, and supports the efficient operation of the Student Affairs portfolio while ensuring a high standard of service, professionalism, and confidentiality.

Responsibilities

• Coordinate and manage the daily administrative operations of the Office of Student Affairs to ensure the efficient functioning of the portfolio.
• Provide comprehensive administrative, coordination, and logistical support to the Vice-Provost, Students & Registrar and the Associate Vice-Provost, Students.
• Manage complex calendars, meetings, travel arrangements, events, and competing priorities while ensuring critical deadlines are met.
• Coordinate committee meetings, prepare agendas and meeting materials, record minutes, and monitor follow-up actions.
• Plan, coordinate, and track short- and long-term projects, ensuring timelines, deliverables, and administrative requirements are met.
• Develop, implement, and continuously improve administrative processes, procedures, and standard operating practices to enhance operational efficiency.
• Support the implementation and administration of University regulations, policies, and procedures related to Student Affairs.
• Assist with recruitment, onboarding, orientation, and training activities for administrative staff within the Student Affairs portfolio.
• Coordinate office financial processes, including budget monitoring, invoice processing, travel and purchasing documentation, expense reconciliation, and financial reporting.
• Serve as a primary point of contact for faculty, staff, students, and external stakeholders, providing professional service and coordinating the flow of information.
• Prepare, edit, and maintain a variety of correspondence, reports, presentations, records, and confidential documentation.
• Maintain accurate records, filing systems, and student-related documentation while ensuring confidentiality and compliance with University policies.
• Coordinate student appeals, deferrals, and other administrative processes in collaboration with internal departments.
• Support special projects, investigations, and strategic initiatives across the Student Affairs portfolio as assigned.
• Foster collaboration across Student Affairs units to promote consistent, effective, and service-oriented administrative practices.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Public Administration, or a related field.
• Minimum of five (5) years of progressively responsible administrative experience supporting senior leaders or executives.
• Demonstrated experience handling confidential, sensitive, and complex matters with professionalism, sound judgment, tact, and discretion.
• Excellent interpersonal, verbal, and written communication skills, with the ability to build effective working relationships with faculty, staff, students, senior leadership, and external stakeholders.
• Strong organizational and time management skills with the ability to manage multiple priorities, coordinate complex schedules, and meet competing deadlines.
• Experience interpreting, applying, and supporting organizational policies, procedures, and administrative processes.
• Proven ability to establish, maintain, and continuously improve office systems, procedures, and administrative workflows.
• High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, Zoom, and other office technologies, with the ability to quickly learn new software applications.
• Excellent research, report writing, meeting coordination, and minute-taking skills.
• Strong analytical, problem-solving, and critical-thinking abilities with exceptional attention to detail and accuracy.
• Demonstrated ability to work independently, exercise initiative, and adapt to changing priorities in a fast-paced environment.
• Knowledge of meeting protocol, diplomacy, and professional administrative practices.
• Experience providing exceptional customer service and responding to inquiries in a professional, timely, and responsive manner.
• Experience working in a post-secondary or similarly complex organizational environment is considered an asset.

Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.

Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is considered an asset. A lived experience or worked experience of any of these issues is preferred.

We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at [phone] ext. 8334 or [e-mail] to make appropriate arrangements.