Executive Assistant to the Special Advisor to the President -(6 Month Contract)

Sault Community Career Centre; Sault Ste. Marie; On-site; CAD 64,000 - 81,000; Full time

Job summary

A leading university in Canada is seeking an Executive Assistant to the Special Advisor to the President for a 6-month contract. The role involves providing administrative support, project coordination, and ensuring effective communication within the office. Ideal candidates will have a degree in Business Administration and experience in academic support, with strong skills in communication and project management.

Qualifications

• Minimum of 3 years of related experience in an academic support environment.
• Demonstrated experience in project coordination.
• Ability to work effectively with diverse backgrounds.

Responsibilities

• Manage day-to-day operations of the office and prioritize critical issues.
• Coordinate meetings, agendas, and minute taking for the BSW Program.
• Prepare drafts and format correspondence for the Special Advisor.

Skills

Communication

Interpersonal Skills

Project Coordination

Problem Solving

Attention to Detail

Education

Undergraduate degree in Business Administration or related discipline

Tools

Microsoft applications

G-suite

Job description

Algoma University is committed to undoing systemic and institutional discrimination and being

publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our

Special Mission. In keeping with the Seven Grandfather teachings that are the core values that

inform our decisions as an institution, we are committed to creating a welcoming, inclusive,

respectful, and safe environment where everyone belongs. We live these values through the

strength and richness that diversity brings to our workforce and welcome contributors from

equity-deserving groups including : Indigenous Peoples, Black and racialized persons, women,

Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons.

Job Title : Executive Assistant to the Special Advisor to the President – (6 Month Contract)

Department : Social Work

Position Status : Temporary – 6 Months, Full-time

Non-Union

Supervision Received : Vice-President Academic and Research

Supervision Exercised : Student Assistants

Location : SSM or Brampton

Number of Positions : 1

PRIMARY FUNCTIONS :

• Administrative Support 50%
• Project Coordination 40%
• Other Duties 10%

TOTAL 100%

The Executive Assistant (EA), reporting directly to the Special Advisor to the President, is

responsible for overseeing the daily operations of the Office of the Special Advisor and the

School of Social Work. This role serves as a key liaison, both internally and externally, ensuring that the Special

Advisor’s responsibilities are executed efficiently, courteously, and effectively.

The EA must exercise sound judgment, maintain strict confidentiality, and demonstrate a high

degree of professionalism, initiative, tact, and attention to detail. Strong problem-solving skills

and discretion are essential to delivering exceptional administrative support and stakeholder

RESPONSIBILITIES :

A. Administrative Support (50%)

• Proactively manage the day-to-day operations of the office through proper

identification of business needs, prioritization of critical (high risk) issues; inform and

prepare the Special Advisor on upcoming situations / demands, where briefing is

required; anticipate and mitigate emerging issues / risks that impact faculty, students,

and key partners as represented by the Special Advisor.

• Provide advice, guidance and direction based on institutional policy, procedures,

guidelines, full-time and part-time collective agreements, Ministry of Colleges and

Universities, Postsecondary Education Quality Assessment Board, Council of

Ontario Universities, and Senate regulations and CASWE standards.

• Organize and anticipate project deadlines to meet University obligations and apply

critical thinking to identify day-to-day, as well as long-term, priorities

• Act as a confidential sounding board to the Special Advisor and provide pertinent

guidance when needed

• Prepare drafts and format correspondence for the Special Advisor’s review, making

amendments as required.

• Plan and coordinate all travel arrangements, conference registrations and itineraries

for the Special Advisor (and guests, as requested) and prepare all necessary travel

documentation for authorization, reimbursement claims and Credit Card

reconciliations as per University policy and procedures

• Manage secure and confidential information relating to the office, including

development and maintenance of a complex and logical filing system

• Attend the strategic meetings as requested by the Special Advisor to take minutes

and track action items

B. Project Coordination (40%)

• Provides administrative support to the Special Advisor with respect to direct reports

including but not limited to the Faculty, Field Education and Admissions Coordinators

and others.

• Coordinate and organize meetings, agendas and minute taking for Accreditation of

the BSW Program, ensuring action items are completed

• Coordinate and organize the bi-weekly meetings with the other Direct Reports

including scheduling meetings, developing agendas, taking minutes and ensuring

action items are completed

• Liaise with department chairs and faculty when necessary.
• Organize and coordinate the various steps within related projects.
• Assist the Special Advisor with reporting on the progress of the Accreditation of the

BSW Program to the senior leadership team.

• Provides assistance with organizing and coordinating Special Advisor’s strategic

priorities, performance objectives, and milestones including, but not limited to,

assisting with creating a timeline, monitoring, developing deliverables, and

organizing meetings with key partners

C. Other Duties (10%)

• Other duties as assigned

WORKING CONDITIONS :

Physical Effort – Minimal : Some lifting / physical effort required for

transportation of materials and setup for events

Physical Environment – Minimal : Minimal exposure to unpleasant / disagreeable

conditions. Irregular hours of work, at times

Sensory Attention – Considerable : Work requires a frequent need to

concentrate on a variety of sensory inputs for a lengthy

duration requiring diligence and attention

Mental Stress – Considerable : Deadline driven, with frequent interruptions

MINIMUM QUALIFICATIONS

• Undergraduate degree in Business Administration or related discipline, and a

minimum of (3) years of related experience in an academic support environment, or

equivalent combination of education and experience

• Demonstrated experience in project coordination.
• Solid writing and verbal communication skills
• Proven skills in relationship management and achieving results using a collaborative

approach

• Demonstrated success in contributing to change efforts while showing respect for, and

sensitivity to, academic and disciplinary norms

• Proven ability to communicate and work effectively with faculty, course instructors,

graduate students, support staff, and university administrators

• It is required that the incumbent possess :

Excellent communication skills, both written and verbal

• Excellent interpersonal skills
• The ability to work in a team environment
• The ability to work independently
• Strong personal initiative
• Tact and good judgment
• An ability to successfully meet deadlines
• Excellent administrative and organizational skills with the demonstrated ability

to take initiative and prioritize work in a high volume office

• An ability to multitask and work under pressure in a dynamic environment;
• An ability to work effectively with people of diverse backgrounds, styles and

abilities

• Excellent use of technology for collaboration; strong computer skills, including

Microsoft applications; G-suite preferred;

• Commitment to understanding Algoma University’s Special Mission and The Seven

Grandfather Teachings

• Vulnerable Police sector check is required

Salary Scale : $64,583 to $80,728 annually

To apply for this position please submit a resume and cover letter to Recruitment no later than

4 : 00 p.m. on November 26, 2024.

Algoma University is strongly committed to fostering diversity and inclusivity within our

community and is an equal-opportunity employer. The university invites and encourages

applications from all qualified individuals who would contribute to the further diversification of

our Institution, including equity-deserving groups that are traditionally underrepresented in

employment (Indigenous peoples, racialized persons, women, persons with disabilities, and

2SLGBTQQIPA+ persons).

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request,

accommodation will be provided by Algoma University throughout the recruitment, selection,

and / or assessment process to applicants with disabilities

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