Executive Assistant

Job title: Executive Assistant

Job description: Executive Assistant

Primary Purpose: The Executive Assistant (EA) provides a broad range of high-level administrative, organizational, communication, planning, and problem-solving assistance and support to the Dean of the College of Dentistry and the Executive Officer. The role requires high level functioning in balancing complex, strategic, confidential, and competing priorities which enable the Dean to be responsive and effective in fulfilling their role. In this position, you would be responsible for the strategic management of associated logistics, including receiving, triaging, and scheduling multiple requests and opportunities as appropriate to meet the demands of a challenging, diverse and high-volume office. You would act as both the first point of contact responding or directing a wide range of internal and external key stakeholders, partners, and donors; as well as being a key manager of the internal strategic operation of the office. You would ensure that all administrative functions, correspondence, and operations of the Dean’s office are managed in a timely and effective manner appropriately representing the Office of the Dean, College of Dentistry.

Nature of Work: Reporting to the Dean, the Executive Assistant is essential for aligning Dean and Executive Officer work priorities with the College of Dentistry’s strategic directions, aiding in the effective implementation of the College’s Strategic Plan within a complex academic and research environment. This role operates in a high-volume office with competing demands and tight deadlines, often involving a moderate to high stress level. The position demands constant multi-tasking, and requires flexibility, discretion, diplomacy, and foresight, along with superior professionalism and integrity. Working as part of the Dean’s team, the Executive Assistant frequently takes on a leadership role. Given access to sensitive and confidential information, maintaining confidentiality and sensitivity is imperative. The environment is dynamic with shifting priorities and frequent interruptions. The role involves making discretionary decisions, exercising superior judgment and analysis, and managing a broad range of duties within established policies and guidelines, with minimal supervision. The position is responsible for ensuring accuracy in day-to-day tasks and correctness of information provided to others. The incumbent must manage pressure and competing interests effectively to achieve satisfactory outcomes. Establishing and maintaining professional relationships that foster exceptional collaboration and problem-solving is crucial for success in this position.

Typical Duties or Accountabilities:

• Provide timely, accurate and pro-active administrative support for all assigned duties such as: reception; scheduling calendars; arranging meetings; distribution of agendas and minutes and ensuring all appropriate parties have required material prior to meetings; responding to telephone, emails, and in-person inquiries; data entry, reconciling reports, managing deans office filing systems; preparing briefing notes; and effectively executing other assigned units of work.
• Contribute to the positive changes in the culture of the College; acting as the face of the Dean and College.
• Effectively analyze, create, and prepare a variety of documents, reports, presentations and packages for the Dean and Executive Officer as required in an accurate and timely manner.
• Provide administrative support to Executive and Faculty Council as required.
• Effectively represent the Dean in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or appropriately referring problems related to office functioning as they arise and maintaining appropriate confidentiality of information and materials.
• Provide support for communications triage to direct requests and queries appropriately; ensure the Dean and Executive Officer are aware of and deal with requests that only they can handle; and track and follow-up requests to ensure timely responses are provided and issues are resolved.
• Assist the Dean and Executive Officer with the analysis, creation, coordination and communication of reports and actions within the College.
• Provide effective, accurate and confidential administrative support to the Dean and Executive Officer including drafting routine to complex carefully researched foundational and planning documents, reports, Assigned of Duties, proposals, correspondence, and other operational and strategic documentation.
• Establish and maintain collaborative interactions with the Dean, Executive Officer, the Leadership Team, the faculty and staff in the college, other Deans and senior administrators, faculty and staff in colleges and units across campus and external stakeholders including government, CADC, ACFD, CADR, IADR and CDSS.
• Operate as the primary conduit with senior administrators external to the College including the President’s, Provost’s and Vice-Provost’s Offices and other College Deans.
• Prepare strategic communications and documents on behalf of the Dean, and executive officer.
• Work closely with the Dean and Executive Officer to prepare speaking notes, presentations and other required communication materials.
• Involvement with and leadership in College strategic planning sessions/workshops/town halls, meetings, and retreats.
• Effectively manage assigned special projects including accreditation, implementation of new programs, and making recommendations for improvements on a variety of projects.
• Assisting with updating of Dean and associate Deans CV’s.
• Other duties as assigned.

Education: An undergraduate degree in business, office administration or a related field. A post-secondary certificate in office administration or a related field may be considered.

Experience: A minimum of 3-5 years of progressively responsible experience in providing administrative, communication, and support services to senior administrative leaders is required. Candidates possessing experience in a university environment will be ideally suited for this position. A comprehensive and clear understanding of the University of Saskatchewan’s strategic directions, research, scholarly, and collegial processes, along with knowledge of financial processes, policies, and procedures, is highly desirable.

Skills: The ability to work effectively and discreetly with confidential information is crucial, as is the capacity to make judicious decisions with a high degree of tact, diplomacy, and professionalism. The incumbent should have excellent interpersonal and communication skills, both orally and in writing, enabling the development and maintenance of positive, professional relationships with various individuals including senior administrators, staff, faculty, and external stakeholders. A keen attention to detail, proactive approach, and strong organizational skills are required to manage multiple, potentially conflicting priorities from diverse sources within deadlines. The ability to work independently and collaboratively in a team environment is essential. Proficiency in Microsoft Office, electronic calendaring systems, and University systems is expected. High standards of professional integrity, customer ethic, and cultural awareness are also essential for this role.

Department: College of Dentistry
Status: Permanent
Employment Group: Exempt
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $51,000.00 – 89,760.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable):
Salary Phase/Band: Salary Band 2
Posted Date: 2/1/2024
Closing Date: 2/28/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where ‘Yes’ is indicated below. Further information is available at: The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

Click Here to Apply

Source: