Executive Assistant, Office of the Vice-President People and Culture

Executive Assistant, Office of the Vice-President People and Culture

Competition Number:
63E24
Position Type:
Staff Position
Closing Date:
May 5, 2024
Date of Posting:
Apr 26, 2024
Department:
Office of the Vice-President, People & Culture
Position:
Executive Assistant
Contract:
Full-Time Permanent Position
Hours of Work:
37.5 hours per week
$74,230 to $82,297
The University of Prince Edward Island invites applications for the position of Executive Assistant. This position is the main point of contact for the Office of the Vice President People and Culture and plays a key ambassadorial role in representing the office by creating a safe, positive, and welcoming atmosphere while providing information through confidentiality, tact, and diplomacy.
This position reports directly to and is under the general supervision of the Vice President People and Culture and works with a high degree of independence. The Executive Assistant position exercises strong decision- making ability and sound judgment, on matters requiring the Vice President’s attention and is expected to determine priorities, deadlines, and objectives. The incumbent collaborates with other University management and staff to achieve priorities.
RESPONSIBILITIES:
Provides executive level support to the Vice-President People and Culture (“VPPC”)
Plans and executes the VPPC’s complex schedule to optimize time, ensure priority issues are addressed in a timely manner, and balance the many conflicting demands and time sensitive and/or emergency situations
Ensure the VPPC is appropriately briefed and prepared for meetings and events, and thoroughly debriefed following the meetings/events
Ensures clear, timely and effective communication with the Vice President to prioritize attention to items that will maintain and build UPEI’s professional reputation among all stakeholders
Provides support to key senior level institutional bodies and assist the VPPC in the compilation of materials/information for various committees
Provides administrative support to the Associate Vice President, Legal
Arranges meetings, prepares agendas, minutes, and related background materials, following up on action items in a timely manner, as required
Coordinates all travel arrangements for the VPPC
Develops, establishes, and maintains information tracking systems, including electronic schedules, physical and electronic filing systems, budget/invoicing process and reports, expense reports, and email management
Represents the Vice-President, communicating both internally and externally, orally and in writing on day-to-day operational issues and specific planning activities; liaises with senior University management, officials in other post-secondary institutions, external suppliers and Board members as required
Provides courteous, accurate and timely customer service to students, staff and external clients and refers inquiries and issues to appropriate areas
Maintains detailed knowledge of administration and policies, procedures, programs, and organizational structures to respond effectively to various stakeholders
Performs other related duties as assigned
QUALIFICATIONS:
Undergraduate degree in business or office administration, or a certificate in office administration combined with professional development, and relevant senior level experience in an academic institution
Five years of experience, preferably in a university setting in a senior level central administrative unit. Familiarity with university structures, governance and processes is an asset
Courses in project management would be an asset
Strong organizational and document management skills
Strong analytical skills, detail oriented and ability to work with limited supervision and prioritize workload to meet deadlines efficiently and effectively
Excellent interpersonal, oral, and written English communication skills
Ability to demonstrate and maintain high level of diplomacy, judgment, and confidentiality
Excellent customer service skills, including initiative, problem solving and follow through
Advanced level of computer skills in a wide range of software applications such as Word, Power Point, Excel, including preparation of presentations, tables, reports, statistical charts, and manipulation of data
Good working knowledge of budget preparation and financial/administrative data processing systems
Application Instructions:

Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link below.
If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number 902-894-2895.
UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, hrofficer@upei.ca . Applications will not be accepted via email.
Only those applicants who are invited to an interview will be acknowledged.
Note that this site is not compatible with some mobile browsers (e.g. iPad, iPhone). Upon successful submission of your application, you will receive an auto-reply to your email address advising your application has been received. If you do not receive an email, please check your spam folder and/or try submitting your application via a different web browser (Google Chrome, Firefox, etc).
UPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.

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