Job Description
POSITION TITLE: Executive Assistant to Vice-President
DEPARTMENT: Office of the Vice-President - Research and Innovation
SALARY RANGE: $80,279 to $91,226
The University of Windsor is situated on the traditional territory of the Three Fires Confederacy of First Nations: the Ojibwa, the Odawa, and the Potawatomie. We respect the longstanding relationships with First Nations people in this place in the 100-mile Windsor-Essex peninsula and the straits - les détroits - of Detroit.
PRIMARY JOB RESPONSIBILITIES:
Reporting to the Vice-President, Research and Innovation (VPRI), the Executive Assistant provides high-level, confidential, and operational support to the VPRI and the Office of the Vice-President, Research and Innovation (OVPRI). The incumbent is accountable for ensuring the effective and efficient functioning of the Vice-President's office and plays a critical role in enabling leadership to advance the University's research and innovation priorities and broader institutional goals. Due to the complexity of managing matters related to the Vice-President's portfolio and priorities, the Executive Assistant must function with an exceptional level of professionalism including but not limited to confidentiality, timeliness, accuracy, and attention to detail.
This position requires a high degree of integrity, diplomacy, and time-management skills; the flexibility to adapt to changing executives and priorities; the ability to work as part of a team; an in-depth knowledge of the University environment, including university structure, policies, and procedures. The incumbent must be able to work independently in terms of daily management of the Office of the Vice-President and yet recognize the emergence of problems and issues that require the attention of the Vice-President.
The incumbent supports initiatives aligned with the University's strategic research and innovation priorities, governance obligations, regulatory requirements, and commitment to equity, inclusion, reconciliation, and institutional excellence.
Some of the key job functions include:
• Executive and Administrative Support: Coordinate executive schedules, meetings, travel, correspondence, confidential records, and daily office operations.
• Financial Administration: Process and reconcile expenses, invoices, purchasing, payments, and financial transactions in accordance with University policies.
• Communications and Liaison: Serve as the primary contact for the Office, coordinate communications, respond to inquiries, and liaise with internal and external stakeholders, including faculty researchers, research institutes and centres, funding agencies, and industry, government, and community partners.
• Committee Support: Coordinate committee meetings, prepare agendas and minutes, maintain records, and track action items.
• Events and Campus Service: Coordinate research and innovation events, support special projects and institutional initiatives, and collaborate with administrative teams across the University.
ESSENTIAL QUALIFICATIONS:
The successful candidate will have:
• Post-secondary education (college diploma or university degree) or equivalent combination of education and progressive executive-level administrative experience.
• Minimum of five years of relevant experience providing senior administrative support through various roles that demonstrate responsibility, or an equivalent combination of education and experience.
• Evidence of successful experience in supporting and working with change-focused senior leaders and cross-functional teams, preferably in research, innovation, or academic environment.
• Familiarity with the operation of post-secondary institutions and their policy and regulatory contexts.
• Demonstrated high levels of professionalism, discretion, diplomacy and experience dealing with confidential and highly sensitive materials and matters in a highly diverse context.
• Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high-volume office.
• Excels and demonstrated ability to deal with multiple and sometimes conflicting priorities and projects while adhering to tight internal and external deadlines in a fast-paced environment.
• Strong organizational, problem-solving and analytical skills, including attention to detail and the ability to quickly adapt.
• Demonstrated proficiency with minute taking, proof reading, and editing documents.
• The ability to handle both routine and urgent matters independently while maintaining professionalism in all situations and at times with limited supervision.
• Excellent interpersonal skills with the ability to liaise well with other offices, faculty, staff, unions, and students in a culturally diverse environment.
• Excellent communication skills, both oral and written.
• Proactive in anticipating the needs of the Vice-President and the ability to manage tight deadlines and stressful situations.
• Expertise in records management and administrative practice.
• Advanced computer skills (MS Word, Excel, PowerPoint).
• Experience with hybrid and audiovisual technologies, and/or ability to acquire new technological skills independently.
• High degree of cultural competency, including demonstrated commitment to promoting Indigenization, equity, diversity, inclusion, and accessibility, within an academic environment.
• A willingness to go beyond a regular work schedule to meet deadlines when required.
PREFERRED QUALIFICATIONS:
• In-depth knowledge of the University's systems, policies, and procedures.
• Knowledge of the internal structure of the University community, including the lines of authority, communication, etc.
• In depth knowledge of the faculty complement, support staff, research personnel, etc., in all Faculties, Academic Administrative Units and Programs.
• Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred
• Familiarity with research and innovation administration in a post-secondary environment.
• Experience maintaining an organizational social media account.
Since 1963, the University of Windsor has been a forward-looking community that comes together to study, to learn, to teach, and to serve. Our symbol is the bridge; our vista is cross-border; our commitment is local; and our impact is global. We are a dynamic, inclusive community of higher learning with roots going back more than 160 years and with a future full of promise.
