Administrative Assistant - Office of the President

Trent University; Peterborough; On-site; CAD 40,000 - 60,000; Full time

Job summary

A Canadian University is seeking an Administrative Assistant to provide high-level administrative support to the President. This role includes coordinating the President’s calendar, supporting events, and managing front-line reception. The ideal candidate should possess a university degree and two years of administrative experience, demonstrating excellent communication and organizational skills. The environment is fast-paced, requiring attention to detail and strong interpersonal skills.

Qualifications

• Two years of administrative experience, preferably supporting a senior executive.
• Ability to thrive in a fast-paced office environment.
• Proven ability to handle multiple responsibilities and deadlines.

Responsibilities

• Coordinate the President’s calendar and travel logistics.
• Provide front-line reception for the Office of the President.
• Assist with events hosted by the Office of the President.

Skills

Excellent written and verbal communication skills

Strong interpersonal skills

Proficiency with Microsoft Office Suite

Attention to detail

Education

General University Degree (3-year)

Tools

Microsoft Office Suite

Job description

Trent University is actively committed to creating a diverse and inclusive campus community and encourages applications from all qualified candidates. Trent University offers accommodation for applicants with disabilities in its recruitment processes. If you require accommodation during the recruitment process or require an accessible version of a document/publication, please contact [e-mail].

Job Purpose:

Reporting to the Executive Director in the Office of the President, the Administrative Assistant provides high-level administrative and organizational support to both the President and the broader Office of the President. Serving as a key point of contact for internal and external stakeholders, this role is primarily responsible for coordinating the President’s schedule, supporting the execution of events and initiatives, and delivering a range of administrative services as required and directed.

Key Activities:

Administrative Support

• Coordinate the President’s calendar including daily priorities, meeting request administration and prioritization
• Coordinate travel logistics for the President
• Provide front-line reception as the first point of contact for the Office of the President by answering and directing a wide range of telephone inquiries, greeting guests, and assisting walk-in visitors with professionalism and discretion
• Address student requests to meet with the President and screen the President’s telephone calls
• Assists the Engagement Management Officer with the planning and coordination of the President’s calendar, including scheduling meetings, arranging travel, and organizing meeting logistics with internal and external stakeholders
• Prepares reimbursement forms for President’s expenses, reconciles and submits monthly VISA statements for the President and the Office of the President and coordinates expense disclosures
• Provides additional financial/ budgetary support including creating purchase requisitions, tracking budget expenditures, and addressing billing discrepancies
• Contributes to the smooth daily operations of the Office of the President by performing a variety of administrative tasks, including managing mail and courier services, drafting routine correspondence, printing, photocopying, and scanning
• Ensure smooth operation of the President’s Office computers, printers, etc. to ensure continuity of function
• Manage President’s Meeting Room booking schedule observing booking protocols
• Supports the purchase of office supplies, equipment, and services in accordance with institutional policies and procedures

Event and Meeting Support

• Assists with a diverse range of events hosted by the Office of the President, including those tailored for students, faculty/staff, the Board of Governors, government officials, and special guests
• Event support includes administrative support and/or event preparations in advance of the event, on the day of the event, and any follow up post-event

Education Required:

• General University Degree (3-year) required

Experience/Qualifications Required:

• Two (2) years of administrative experience, preferably supporting a senior executive
• Excellent written and verbal communication skills to effectively support frontline responsibilities and ensure clear, professional interactions
• Proven ability to thrive in a fast-paced office environment, providing comprehensive administrative support to ensure smooth and efficient daily operations.
• Can effectively handle multiple responsibilities and deadlines while making sound judgments to ensure a seamless workflow
• Ability to consistently deliver work with exceptional accuracy and meticulous attention to detail
• Strong interpersonal and communication skills (written and verbal), with the ability to interact professionally and effectively with all levels of the university community and external stakeholders.
• Proficiency with Microsoft Office Suite – Word, Excel, Outlook and PowerPoint, Adobe and standard office technology
• Possesses discretion, diplomacy, and sound judgment in handling confidential information with a strong customer service orientation
• A satisfactory Criminal Record Check (“Police Record Check”), dated within the past six (6) months is required as a condition of employment