Executive Assistant

Job Purpose:

A dual report to the AVP Academic Affairs and the Executive Director Institutional Effectiveness, or Designate, this Executive Assistant provides administrative and analytical support at a high level in a wide variety of areas including external correspondence, policies and standard operational procedures inventory, programme review inventories and monitoring of cycles to ensure timely submission of relevant institutional reports to governmental and accrediting agencies. The successful candidate will coordinate high level activities on behalf of the Academic Affairs and Institutional Effectiveness Offices to advance the priorities of the offices inclusive of special projects and budget preparation and monitoring.

Key Responsibilities:

• Coordinates workflow, communications, processes and procedures for all work done in direct support of the Academic Affairs and Institutional Effectiveness Offices
• Supports meetings to ensure appropriate planning, implementation, monitoring and evaluation of output and outcomes
• Coordinates workshops and facilitated meeting sessions
• Provides daily and long-range assistance on a wide range of assignments both internal and external to the divisions, i.e., new departmental initiatives and proposals, staff or student grievances, etc.
• Provides analytical and administrative support for the Office of Academic Affairs and Institutional Effectiveness on a variety of campus wide or departmental issues, projects and programmes
• Compiles data, solicits and researches information from a variety of sources both on and off campus, and prepares reports as requested
• Coordinates complex schedules
• Manages general communication with the divisional departmental heads and their offices, including those located on other campuses to ensure coordination of the Institute’s activities, deadlines are met and the Institution’s objectives are fulfilled
• Manages pending projects and working files to ensure that goals and deadlines are met

Education and Experience:

• Bachelor Degree preferred with 3-5 years relevant experience or an Associate Degree with 7-10 years relevant experience or equivalent
• At least 3-5 years in administrative support role preferably at the Executive level

Required Skills/Abilities:

• This post requires a self-motivated individual who can anticipate problems and demonstrate significant independent judgement
• Detail oriented, high level of accuracy and ability to juggle competing priorities
• Excellent written communication skills for preparing correspondence, documents and reports, utilising correct spelling, grammar, and punctuation
• Strong analytical and problem-solving skills foridentifying needs, conducting research and developing innovative proposals, solutions and programmes
• Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals at various levels of the organization including board directors, executives, senior management, faculty, staff and students in a warm professional manner
• Administrative experience with abilities to set priorities, organise and coordinate an office operation. Anticipates needs, work under pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters
• Strong self-motivation skills for independently establishing effective working relationships with faculty and staff at all levels of the organisation and demonstrates the ability to work as a member of the team
• Extensive, related analytical and administrative experience in an executive level office
• Experience with scheduling appointments and coordinating calendars
• Experience with standard electronic word processing, spreadsheet, calendar, email programs; familiarity with database programs