Executive Assistant, Vice-President, Finance & Administration and the Vice-Provost, Students & International

Job title: Executive Assistant, Vice-President, Finance & Administration and the Vice-Provost, Students & International

Job description: Reporting jointly to the Vice-President, Finance & Administration (VPFA) and the Vice-Provost, Students & International (VPSI), the Executive Assistant provides administrative and project coordination support to two executive officers of OCAD University (OCAD U) and their reporting units (Enrolment Services, Admissions & Recruitment, International Programs, International Student Services, Indigenous Student Services, Campus Life, Centre for Emerging Artists & Designers, Student Wellness, Student Information Systems, Finance, IT, Safety & Security, Facilities & Studio Services, and Campus Planning) and project teams.

Summary of Responsibilities :

Administrative/Workflow Organization and Support

• Maintain the schedules of the VPFA and the VPSI, including scheduling meetings, booking rooms, distributing agendas, preparing documents, briefings and relevant background information, and documenting decisions and next steps
• Prepare meeting packages and supporting documents as required
• Assess the urgency of competing issues and make informed decisions that maintain balance with schedules and workflows
• Maintain accurate understanding of relevant University programs, policies, administrative structures, and priorities; advise and refer others, including students, as appropriate
• Process claims; reconcile monthly purchasing card statements, ensure invoices are approved and paid, including those from the President’s office
• Maintain accurate electronic and manual filing system and paper flow, to ensure an organized working environment
• Support the VPFA and VPSI in other duties contributing to the successful operation of the VPFA and VPSI offices

Project Coordination

• Assist in the coordination of multiple projects and initiatives
• Ensure progress and follow-up on action items with stakeholders to meet deadlines and exceed expectations
• Take initiative to prepare presentations, reports and correspondence
• Undertake research to support policy development and project implementation
• Assist in stakeholder engagement workshops
• Ensure compelling, consistent and creative communication flow to the internal and external community on initiatives, consultations, milestones and projects in respect of the broad portfolios of the VPFA and VPSI
• Ensure that the VPFA and VPSI are organized and prepared for Board and Board Committee meetings and presentations
• Create and/or edit first-draft Board briefing notes and presentations and prepare regular activity reports on behalf of the VPFA and VPSI (AFRC, BBDC, Investment Cttee, HR, and PRCAC are the relevant Board committees); proofread all briefing notes prior to submission

Qualifications :

• Post-secondary degree, or equivalent, with a minimum of three (3) years of work experience preferably providing senior leadership support; work experience in post-secondary education an asset
• Advanced knowledge of Outlook, and Microsoft Office Suite; ability to create accessible forms/documents
• Excellent written and visual communication skills
• Excellent interpersonal and cross-cultural communication skills, demonstrated professionalism and diplomacy
• Sound judgement and discretion in dealing with confidential or sensitive matters; ability to maintain confidentiality is essential
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
• Demonstrated attention to detail, strong organizational skills and a demonstrated ability to prioritize tasks and meet deadlines
• Ability to deal with shifting priorities and competing demands, work effectively under pressure and manage stress

Compensation: Hiring Range – $54,158.84 to $61,965.30 per annum commensurate with experience, plus 4% vacation pay and *7% in lieu of benefits; Salary Range – $54,158.84 to $71,191.96 per annum.

*The successful incumbent has the option of pay in lieu or enrollment in benefits.

Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract expected to continue until December 20, 2024.

The incumbent in this role will be expected to report to work on campus.

Application Deadline: Interested applicants are invited to submit an updated resume, with a cover letter (PDF format) by selecting “Apply Now” . The review of applications will begin immediately and will continue until October 15, 2023.

As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.

As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire .

In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code .

OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please People & Culture for more information or refer to .

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

Click Here to Apply

Source: