Senior Executive Assistant

University of Ottawa; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading educational institution in Ottawa is seeking an experienced administrative support professional to assist the Dean. This role involves managing schedules, organizing meetings, and coordinating travel. The ideal candidate has over 5 years of relevant experience, strong organizational skills, and is bilingual. The position demands autonomy, good communication, and extensive document management responsibilities.

Qualifications

• Minimum five years demonstrated experience in a similar role.
• Very good grammar skills.

Responsibilities

• Provides administrative support to ensure smooth office operations.
• Organizes meetings and coordinates correspondence for the Dean.
• Manages the Dean's calendars and schedules meetings.
• Coordinates travel arrangements for the Dean.

Skills

Bilingualism

Strong organizational skills

Strong communication skills

Very good knowledge of computer software

Experience in bilingual administrative writing

Education

Postsecondary education in administration or office technology

Job description

About The Faculty Of Engineering

The Faculty of Engineering strives to provide a learning environment that promotes excellence and innovation, ethical practice and responsibility towards society. Our workplace will challenge, energize and motivate you to be your very best while providing opportunities for career growth and professional development. Our work makes a world of difference in the lives of our students, who will become the next generation of leaders and change makers of our society. Our dynamic community is dedicated to building innovations that will not only help the advancement of technology, but solutions that will revolutionize the industry. We look forward to making the future TOGETHER!

Position purpose

Provides administrative support to the Dean to ensure smooth office operations and support the implementation of projects and activities. Performs all duties autonomously and proactively. Will be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, coordinates events and assigned projects.

In this role, your responsibilities will include

Customer Service

Greets, informs and redirects people, both internal and external to uOttawa. Receives and screens correspondence and phone calls intended for the Dean, determines their relevance and urgency to ensure follow-up, and informs or involves senior staff as necessary.

Administrative Writing

Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the Dean. Creates and maintains templates for outbound official communication from offices of senior management, in compliance with uOttawa’s regulations and with a view to protect the faculty’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions made. Prepares presentations, brochures, publications and other related documents from handwritten notes to support the Dean. Prepares requests for approval by the Board of Governors, Senate, AC and other committees and sub-committees.

Schedule and Meeting Management

Manages the Dean’s calendars, and schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and sub-committees chaired by the Dean. Maintains updated lists of members and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files and follows up on decisions made.

Strategic Projects/Initiatives

Supports the Dean in planning and implementing priority, strategic and highly confidential projects. Leads the planning and implementation of high-level administrative activities and special projects for matters under the responsibility of the Dean, such as conducting comprehensive analyses, drafting official documents, memorandum and reports, and preparing presentations.

Travel Arrangements

Coordinates travel arrangements for the Dean. Researches suppliers to obtain estimates and makes the necessary reservations in compliance with uOttawa regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize payment of invoices and reimbursement of travel expenses.

File Management

Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.

Report Production

Performs analysis and research, and compiles data, statistics and other information to produce reports that support discussions, decision making, special projects and management activities.

Documentation

Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.

Note: Work involves normal office hours with occasional overtime during peak periods or special events.

What you will bring

• Postsecondary education in administration, office technology or an equivalent combination of education and work experience
• Minimum five years demonstrated experience in a similar role
• Experience in bilingual administrative writing with very good grammar skills
• Very good knowledge of computer software
• Strong organizational skills, autonomy and judgment
• Strong communication skills
• Bilingualism