Administrative Assistant, University Secretary & General Counsel – University Secretariat

Saint Mary’s University; Halifax; On-site; CAD 54,000 - 70,000; Full time

Job summary

Saint Mary’s University is seeking a motivated Administrative Assistant for the University Secretariat team. This full-time role involves supporting the University Secretary and the Board of Governors by managing confidential documents, organizing meetings, and maintaining governance records. The ideal candidate has strong communication skills, relevant educational background, and the ability to work effectively in a fast-paced team environment.

Benefits

Competitive compensation

Defined Contribution Pension plan

Vacation

Personal days

Flexible Workplace

Holiday closure

Employee Transit EPass through Halifax Transit

Qualifications

• Minimum three years of directly related experience.
• Ability to maintain confidentiality and organize meetings.
• Experience taking and transcribing minutes.

Responsibilities

• Prepare and maintain highly confidential documents.
• Support the Board of Governors with effective governance.
• Act as recording secretary at meetings.

Skills

Oral communication

Written communication

Organizational skills

Interpersonal skills

Professional judgment

Education

High school diploma

2-year community college Legal Assistant/Paralegal diploma

Tools

Microsoft Office (Word, Excel, PowerPoint, Teams)

Job description

Halifax, NS Administrative Experienced Full-time

Department : University Secretariat

Type of Employment : Permanent, Full-Time

Group Affiliation : APC, Group 4 ($54,107 - $69,727 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Administrative Assistant, University Secretary & General Counsel to join our University Secretariat team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include :

• Competitive compensation
• Defined Contribution Pension plan
• Vacation
• Personal days
• Flexible Workplace
• Holiday closure
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the University Secretary & General Counsel, the Administrative Assistant will :

• Prepare and maintain documents of a highly confidential nature. Assists in ensuring the smooth functioning of the office.
• Work collaboratively with other staff and faculty to ensure the timely, accurate and effective delivery of services to the Board of Governors and its Committees, and to the internal legal counsel.
• Support the role of the University Secretary under the Policy on Establishing University Policies & Procedures with respect to recordkeeping and maintaining the policy repository on the University website.
• Support all the activities of the Board of Governors in relation to effective governance of the University and is responsible for the efficient and effective flow of confidential information to support business and strategic decision making.
• The position acts as recording secretary at meetings of various governing bodies, and therefore is required at times to work outside normal business hours. The position provides administrative support with respect to legal matters.
• This position requires the incumbent to be organizationally astute, above reproach, and able to maintain the complete trust of the University Secretary & General Counsel, the Board of Governors, and the executive management team.
• The position may require the incumbent to work remotely (virtually) and therefore the incumbent should be flexible and equipped to work from home in accordance with any applicable University

Experience and Education Requirements

To be the successful Administrative Assistant, University Secretary & General Counsel you will have :

• Completion of a high school and relevant post-secondary education. A 2-year community college Legal Assistant / Paralegal diploma would be an asset.
• A minimum of three (3) years of directly related experience.
• Ability to maintain confidential information, excellent oral and written communication skills and the ability to take and transcribe minutes (shorthand considered an asset).
• Demonstrated experience organizing and coordinating meetings and events, professional judgement and discretion, strong interpersonal and organizational skills, and demonstrated skills using Microsoft Office (Word, Excel, PowerPoint, and Teams) are all required in this position.
• Ability to work in a fast-paced team-oriented environment and proactive work ethic.
• Must be willing to work outside of normal business hours.
• Additional assets for this position include experience with Banner and University experience and / or extensive experience in an academic and / or legal setting.

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application :

• Resume
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black / African Nova Scotians, Indigenous peoples, racialized persons / visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [emailprotected] .

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