Finance jobs in Allemagne

Position:Executive Support Officer

Location:London, Ontario

Position Type:Full-time, 3-year renewable contract.

Hiring Range:$ 57,594 - $ 72,018

Application Deadline: Monday, May 19, 2025, at 11:59PM.

About Ivey Business School:

Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lūnaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

Ivey Business School (www.ivey.ca) at Western University (www.uwo.ca) is Canada’s leading provider of real-world, case-based business education. Drawing on extensive research and business experience, Ivey’s faculty provides the best classroom experience, equipping students with the knowledge, skills, and capabilities they need to confidently take on today’s leadership challenges and opportunities through Case-Method Learning. Ivey offers undergraduate and graduate degree programs, as well as Executive Education at campuses in London, Toronto, and Hong Kong.

The Dean’s Office’s overall role is to advance and maintain the integrity of the Ivey Business School’s programs and student experience. The Dean’s Office oversees and directly manages the School’s strategic direction and financial affairs. Under the management of the Dean’s Office is a matrix of stakeholder groups, committees, and task forces.

Position Overview:

The Executive Support Officer (ESO) within the Dean’s Office at Ivey, the individual provides primary executive support to the Associate Dean – Faculty Development and the Associate Dean – Programs. The ESO is responsible for strategic planning and scheduling the time of the Associate Deans, ensuring they adhere to their schedules. They effectively coordinate a diverse array of high-level, confidential administrative, and operational activities.

The individual actively contributes to fostering engagement with the areas overseen by the Associate Deans. Functioning as a planning expert, they play a crucial role in supporting effective meeting planning and documentation for significant initiatives. Taking on additional projects and events within the School, the ESO manages them independently from conception to completion.

Exercising independent judgment, the individual brings forth information and issues related to the areas requiring the Associate Deans’ attention. They adeptly define problems, conduct research independently, formulate solutions, and provide recommendations. The individual demonstrates the ability to respond independently to requests and inquiries from faculty, staff, and students regarding university policies and procedures.

Thriving in a professional environment, the individual manages relationships with key constituents on a daily basis. Beyond their daily responsibilities, they possess an appreciation for the mission, purpose, and values of a comprehensive university, particularly a business school. They understand the school's responsiveness to the educational and research requirements of a sophisticated international business community. The individual is enthusiastic about the opportunity to work for Canada’s most prestigious business school, collaborating with bright staff, students, and globally recognized faculty, while also contributing to the broader Western University community.

Responsibilities:

• Manages requests for the Associate Deans determining the appropriate action to take on a wide variety of inquiries from faculty, staff, and external parties in a timely and professional manner.
• When the Associate Deans are not on-site at the school the Executive Support Officer will relay necessary information in a timely manner, apprising them of important matters and/or issues occurring at the school. The ESO provides the Associate Deans with advice on the prioritization of certain issues within the school based on urgency.
• Monitors the Associate Deans’ incoming mailbox, using discretion to prioritize and determine appropriate actions to take. The scheduling of the Associate Deans’ time requires conducting research on the request and long-range planning i.e. frequently scheduling events one year in advance.
• Strategically plans and prioritizes the Associate Deans’ time and efforts, towards academic and operational topics, by reviewing and evaluating incoming requests/inquiries and independently determining which require their direct oversight and managing their calendar accordingly.
• Schedules and administrates the Associate Deans’ calendars, including arranging travel and accommodation, meetings, and event attendance; identifies and acts on scheduling conflicts with little direction or supervision.
• Provides support to the Assistant Deans on projects/initiatives involving the Associate Deans.
• Administrates the Associate Deans’ expenses and Professional Expense Reimbursement, ensuring submissions are timely and accurate.
• For items that require the Associate Deans’ oversight, the incumbent will conduct initial background work for the Associate Deans’ review (i.e. compilation of bios, facts, CVs; creating agenda; contacting relevant parties for information etc.) to optimize their time by focusing on the approvals, establishment of action plans and/or keep them appraised of upcoming activities/meetings. This requires the incumbent to have an in-depth understanding of the strategy and the goals of the school.
• Demonstrates professionalism and discretion when conducting duties and handling situations; maintains confidentiality of records and discussions as the ESO is privy to highly confidential information.
• Coordinates and attends meetings when required, ensuring the agenda is communicated, the meeting minutes are accurately recorded and circulated to attendees, and there is follow-up on key action items.
• Maintains databases, compiles information, and prepares reports as required.
• Coordinates and provides support for special projects including gathering data, editing the information to conform to a specific template, answering follow up queries, researching information, and scheduling meetings with senior administration and departmental leaders (e.g., supports the all-program review through the School of Graduate and Postdoctoral Studies with two external and one Western reviewer).
• Compose letters and emails for review and approval in response to external inquiries or issues; responses are sent on behalf of the Associate Deans’.
• Knowledge of the School’s structure and the most appropriate staff or faculty to contact for specific issues is important, as well as their understanding of the incumbent’s role, to ensure two-way communication is maximized.
• Demonstrates professional courtesy and absolute discretion when conducting duties and handling situations; maintains confidentiality of records and discussions.

2. Ivey Business School Council Administration

• Provides support to coordinate Business School Council meetings (approx. 6 per year). Works closely with the Speaker to draft agendas, writes motions to bring before Council on behalf of the program offices, schedules the meetings as appropriate, takes accurate meeting minutes. Responsible for maintaining the Council membership list and SharePoint site.
• The main point of contact for individuals on the Ivey Business School Council.

3. Special Project and Event Coordination

• Coordinates with appropriate departments and external stakeholders, as required, in the planning and execution of select projects and events falling within the scope of the Dean’s Office.

• Manages projects by communicating necessary information to the appropriate senior leaders and following-up when required to stay on track to deadline.
• Plans and implements logistics for small and larger scale events (e.g., faculty forums, faculty retreat).
• In collaboration with Finance, supports the budget development for all reception, travel, supplies, memberships and other administrative expenses by reviewing year over year and adjusting the budget as needed.

4. Other

• Collaborates with the Dean’s Office support team and provides back-up when required to maintain seamless support to Dean’s Office leadership. Supports the execution of several social events throughout the year.
• Evaluates existing administrative processes for efficiency and establishes new processes to support smooth unit operations.
• Active member of the Ivey Community Events Committee.
• Liaise with faculty and department directors regarding any issues that affect the Dean’s office and action appropriately based on the concern.

Qualifications:

Education & Experience

• You’ve successfully completed an undergraduate Degree.
• You have a minimum of 5 years progressive experience, successfully supporting executive level management.
• Experience with complex international travel and bookings.
• Experience in a post-secondary environment is an asset.

Skills & Abilities

• Strong planning, organizational, and time management skills with the proven ability to effectively manage competing priorities and the complexities involved in coordinating activities of senior level management.
• Ability to work under tight deadlines and adjust to a change in priorities frequently.
• Superior oral and written communications skills, demonstrating professionalism in both presentation and demeanor.
• Detail-oriented with an ability to function and process information with a high level of accuracy.
• Highly developed client service and interpersonal skills with a proven ability to interact professionally and tactfully with senior executives, members of the corporate community, and all levels of staff and management within Western University.
• Possess a reputation for resourcefulness with the ability to exercise independent judgement and flexibility.
• Proven ability to diplomatically and tactfully persuade others to understand and assist in attaining goals.
• Problem solving skills with a sense of urgency in resolving issues.
• Ability to maintain high standards of confidentiality and apply tact and discretion when dealing with sensitive issues.
• Experience monitoring operational budgets.
• Advanced technical and computer skills to support administrative functions including MS Office Suite, with an aptitude to quickly adapt to new technologies.
• Possess a strong sense of situationally appropriate social protocols.
• Proven ability to work independently and as a part of a team, including successfully managing projects and events.
• Knowledge of procedures and protocol of Western University and the Ivey Business School are considered an asset, but not required.

What We Offer:

• Flexible or hybrid work plans for many roles
• A collaborative and engaging work culture
• Opportunity to join a community of people-focused professionals
• Market competitive compensation with annual increases available
• Generous benefits package with employer-paid premiums, including a comprehensive Health and Dental Plan, Health Care Spending Account, short- and long-term disability programs, no waiting period required.
• Enhanced mental health benefits coverage and resources.
• Life and AD&D insurance for you and your family.
• Out-of-country travel insurance.
• Employee and Family Assistance Program.
• Pregnancy and Parental top-up leave program.
• A generous group retirement savings plan with 7.5% employer contributions.
• Vacation starting at 15 days per year plus 2 paid Ivey Personal Days.
• Paid time off during the School’s December holiday closure.
• Numerous campus-wide arts, culture, and sport events.
• Supports for professional development and career progression opportunities.

Equity, Diversity, and Inclusion at Ivey

Ivey Business School is committed to Equity, Diversity, and Inclusion. PleaseexploreIvey’s EDI homepage for more information on Ivey's commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.

Ivey Business School invites applications from all qualified individuals. Ivey is committed to employment equity and diversity in the workplace, and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodation
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Please contact us at careers@ivey.ca to notify us of any needs related to completing the job application, and/or throughout the recruitment process.

Application:

If you're excited about joining Canada's leading business school and meet the qualifications, please submit your resume and cover letter via the Ivey Careers page by the application deadline.

*Please note only selected candidates will be contacted.