Job Description
POSITION TITLE: Executive Assistant to the Vice-President Human Resources
DEPARTMENT: Human Resources
SALARY RANGE: $80,279 to $91,226
PRIMARY JOB RESPONSIBILITIES:
Reporting to the Vice President, Human Resources, the Executive Assistant provides administrative support to the VP HR and plays a key role in ensuring the smooth and efficient operation of the Office of the Vice President, Human Resources. This position provides professional, confidential, senior level human resources administrative support by coordinating, processing and handling day-to-day activities, projects, initiatives and programs related to the University's Human Resources.
Some of the key job functions include:
• Provides executive administrative support to the Vice-President, Human Resources, including correspondence, scheduling, records management and report preparation.
• Coordinates administrative support for Board, executive and HR committee meetings, including agendas, minutes, documentation and follow-up.
• Provides budgetary and financial support, including monitoring expenditures, processing invoices and preparing financial reports.
• Coordinates day-to-day office operations, including meetings, travel, conferences, staff attendance and departmental activities.
• Prepares and maintains documentation, records and reports to support HR operations and strategic planning.
• Assists with departmental policies, procedures and provides backup support to other HR staff as required.
ESSENTIAL QUALIFICATIONS:
The successful candidate will:
• University Degree and/or post-secondary education along with a minimum of five (5) years of experience in an executive level administrative support role as it relates to the duties of the position.
• Demonstrated experience in the coordination and maintenance of departmental budgets
• The ability to draft professional senior level reports, proposals, presentations and correspondence.
• Strong analytical, problem solving and organizational skills with the ability to multitask, prioritize daily workload and meet strict deadlines.
• Proficiency in various software packages including Windows, MS Word, MS Excel, PowerPoint, and Adobe Acrobat coupled with an in-depth comprehension of office management systems and procedures.
• Demonstrated proficiency with minute taking, proof reading, editing documents and the ability to maintain strict confidentiality at all times.
• The ability to exercise tact, diplomacy, discretion, integrity and sound judgement.
• Excellent communication skills, both oral and written.
• Excellent interpersonal skills with the ability to liaise well with other offices, faculty, staff, Unions and students in a culturally diverse environment.
• The ability to handle both routine and urgent matters independently while maintaining professionalism in all situations and at times with limited supervision.
• Knowledge and experience working with various HR related Acts, Legislation, policies and an understanding of Collective Agreements.
PREFERRED QUALIFICATIONS:
• Excellent knowledge of the internal structure of the University community, including the lines of authority, communication etc.
