Executive Assistant

York University International; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

York University is seeking an Executive Assistant to support the Vice Provost Students and senior division leaders in a fast-paced environment.

Responsibilities include coordinating executive priorities, analyzing information for decision-making and facilitating divisional communications to ensure timely, accurate messaging. The role requires discretion, diplomacy and a commitment to diversity and inclusion.

Qualifications

• Post-secondary diploma in a relevant field.
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Responsibilities

• Provides professional, confidential and proactive support to senior leaders.
• Manages executive administrative, operational and communications responsibilities.
• Coordinates, analyzes and presents information for executive review to aid decision making.
• Supports planning and dissemination of divisional communications across channels.
• Demonstrates commitment to equity, diversity and inclusion in York University.

Skills

Executive support

Confidential info

Governance docs

Records management

Privacy compliance

Communication skills

Stakeholder management

Office coordination

Problem solving

Education

Post-secondary diploma

Tools

Microsoft Office

Teams

Word

Excel

PowerPoint

Outlook

CoPilot

Job description

Purpose

The Division of Students works with partners across the University and community to promote student success. The Division's goal is to support and increase access to the postsecondary experience, help students thrive and succeed academically, socially and personally, encourage students to become engaged learners, and provide resources and support throughout the University to help them achieve their goals. The Office of the Vice Provost Students (OVPS) provides strategic leadership to the Division of Students and its departments.Working within a fast-paced and dynamic environment, the Executive Assistant provides professional, confidential and proactive support to the Vice Provost Students, Assistant Vice Provost, and other senior division leaders. The role manages a broad range of executive administrative, operational and communications responsibilities in support of divisional priorities.The role regularly interacts with students, faculty, employees and senior internal and external partners and is entrusted with highly confidential and sensitive information. The Executive Assistant exercises a high degree of judgement, discretion, diplomacy and initiative to manage competing priorities, assess the significance and urgency of issues, resolve matters independently where appropriate and bring forward information, risks and recommendations requiring leadership attention.The Executive Assistant supports the coordination of executive priorities, facilitates the flow of information across the division and supports informed decision-making through the coordination, analysis and presentation of information for executive review. The role contributes to the planning, coordination and dissemination of divisional communications through multiple channels, ensuring timely, accurate and consistent messaging. The Executive Assistant demonstrates commitment to supporting sustainability, equity, diversity and inclusion at York University.

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Purpose

The Division of Students works with partners across the University and community to promote student success. The Division's goal is to support and increase access to the postsecondary experience, help students thrive and succeed academically, socially and personally, encourage students to become engaged learners, and provide resources and support throughout the University to help them achieve their goals. The Office of the Vice Provost Students (OVPS) provides strategic leadership to the Division of Students and its departments.Working within a fast-paced and dynamic environment, the Executive Assistant provides professional, confidential and proactive support to the Vice Provost Students, Assistant Vice Provost, and other senior division leaders. The role manages a broad range of executive administrative, operational and communications responsibilities in support of divisional priorities.The role regularly interacts with students, faculty, employees and senior internal and external partners and is entrusted with highly confidential and sensitive information. The Executive Assistant exercises a high degree of judgement, discretion, diplomacy and initiative to manage competing priorities, assess the significance and urgency of issues, resolve matters independently where appropriate and bring forward information, risks and recommendations requiring leadership attention.The Executive Assistant supports the coordination of executive priorities, facilitates the flow of information across the division and supports informed decision-making through the coordination, analysis and presentation of information for executive review. The role contributes to the planning, coordination and dissemination of divisional communications through multiple channels, ensuring timely, accurate and consistent messaging. The Executive Assistant demonstrates commitment to supporting sustainability, equity, diversity and inclusion at York University.

Education

• Post-secondary diploma in a relevant field.Note: Position requires verification of degree(s)/credential(s).

Experience

• 3 years experience providing executive support to senior leaders in a complex organization.

Skills

• Knowledge of general office procedures and practices.
• Knowledge of executive office administration practices, including management of confidential information, governance documentation, records management and executive correspondence.
• Knowledge of university administrative structures, governance processes, executive decision-making forums and the post-secondary education environment.
• Knowledge of applicable privacy, records retention and information management requirements, including Freedom of Information and Protection of Privacy Act (FIPPA) obligations.
• Effective analytical, organizational and problem-solving skills with the ability to assess competing priorities, determine urgency and sensitivity of matters, identify issues requiring executive attention, and determine appropriate action or escalation.
• Ability to manage highly confidential and sensitive information with discretion, diplomacy and professionalism.
• Effective relationship management skills with the ability to interact effectively with senior leaders, faculty, employees, students, government representatives and external partners.
• Proficient with Microsoft Office applications and digital collaboration tools, including Teams, Word, Excel, PowerPoint, Outlook and CoPilot.
• Effective organizational and coordination skills with the ability to monitor commitments, track deliverables and ensure follow-up on multiple concurrent priorities within a fast-paced environment.
• Effective problem identification and conflict resolution skills.
• Effective written and oral communication skills.
• Skilled in proofreading, editing, and maintaining attention to detail.
• Ability to provide effective service to the community and deal courteously and effectively with people at all levels.
• Effective tact and diplomacy in responding to emotional or demanding individuals.

Additional Notes

• Works within a typical office environment (actual and/or virtual).

• Compensation: York's CPM Compensation Framework has a salary grid consisting of 6 or 8 steps (depending on job grade) which is reviewed annually with possible adjustments, and a lump sum Performance Based Recognition Award. Employees will receive the grid adjustment and depending on performance, eligible permanent employees may move to the next step of the grid and may receive a lump sum Performance Based Recognition Award.Visit the CPM Compensation page on the HR Website to find out more about York's CPM Compensation Program.

The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.
York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.
We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.
York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
PLEASE NOTE: This job posting is for an existing vacancy. Applications must be received by 11:55 pm EST on the posted deadline date, if applicable. Posting deadlines can be updated, or modified, at any time based on hiring needs. Please refer to the York U Career Portal when confirming posting deadlines.