Executive Assistant, Office of the Vice-Principal (Advancement) - Queen's University

This position is eligible for a remote work arrangement.

Reporting to the Executive Director, Office of the Vice-Principal (Advancement), the Executive Assistant provides an executive level of support to the Vice-Principal (Advancement) primarily, and secondary support to the Executive Director. The incumbent contributes to the smooth and efficient operation of the Office of the Vice-Principal (Advancement), in support of the mission of the university. This includes working closely with the Executive Director to provide operational support for priority initiatives, managing the Vice-Principal’s time, and a high degree of coordination and collaboration with the Office of the Principal on relationship building and fundraising activities on behalf of the Principal.

This is a highly visible position, with significant overall impact on the effectiveness and reputation of the Office of Advancement. Given the complexity of managing the time and priorities of the VP, the incumbent must function with strict adherence to confidentiality, and exceptional accuracy and judgment. Independent decision-making, knowledge of strategic priorities, strong relationship building skills and a high degree of efficiency is required.

Occasional work flexibility is needed to meet the demands of the office.

The Executive Assistant, Office of the Vice-Principal (Advancement):

  • Fosters a welcoming and inclusive atmosphere, providing executive administrative support to the Vice-Principal (VP) and Executive Director (ED) through managing, planning and coordinating diverse activities. Serves as an initial point of contact for the VP and coordinates required action or response as appropriate.
  • Directs and manages the VP’s schedule, incoming mail, telephone and e-mail messages. Identifies and prioritizes what needs to be directed to the VP or others’ attention, requires further research, or response. Plans, rearranges and defers meetings as required with other senior administration areas and external stakeholders. Prepares/distributes relevant materials (e.g. drafts agendas, produces minutes, prepares speaking notes and presentations). Ensures the VP receives all relevant materials and is prepared for all meetings to be attended (internal and external to Queen’s).
  • Manages information flow and scheduling requests between Advancement and the Principal’s office. Liaises with other offices, Advancement staff, alumni, donors and potential donors regarding the VP’s and Principal’s relationship building and fundraising efforts. Coordinates follow-up actions and thank you notes.
  • Performs research and analysis to produce sensitive and confidential correspondence for the VP and Principal. Composes original correspondence and briefing files for daily meetings when requested or on own initiative, which includes background notes, biographical information, speaking notes, schedule of events, etc. Maintains an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment, etc.; reply’s on behalf of the VP, or composes/ transcribes correspondence for signature by the VP to ensure items are actioned within set deadlines.
  • Coordinates and tracks the distribution and delegation of responsibility for VP and Office of Advancement strategic priorities and commitments across the Advancement Leadership Team and management staff, identifying shifting priorities and incorporating into departmental planning as required. Follows-up or resolves issues to ensure commitments and objectives are met.
  • Oversees an organizes travel and accommodations to national and international destinations in connection with alumni activities, donor relations, fundraising cultivation and solicitation, and conferences. Interprets and ensures adherence to travel and finance policies and procedures. Prepares itineraries and initiates timely travel reimbursements for expense claims and travel advances.
  • In a leadership capacity, acts as a liaison to the Advancement Regional Strategy Group, and as ombudsperson for the administrative support staff within the Office of Advancement.
  • Provides leadership, guidance and direction to other employees. Organizes and chairs meetings of the Administrative Assistant Group in the Office of Advancement. Determines the agenda topics; helps facilitate resolution of office-wide problems and issues.
  • Coordinates and organizes meetings such as Advancement-wide departmental meetings and Advancement Leadership Team meetings. Prepares and circulates notices, agendas and background materials; books rooms; sets-up equipment; takes minutes and acts as the main point of contact and frontline support to committee members.
  • Manages the Advancement Enhancement Day planning committee.
  • Initiates and coordinates the Heney and Flynn award nomination process.
  • Administers departmental accounts and monitors the office budget, reconciling invoices and Visa statements on a monthly basis; coordinates financial processes; prepares financial transactions such as purchase orders and expense reimbursements; and maintains accurate records.
  • Works with the ED to plan and manage building and space projects and/or relocation initiatives, ensuring projects are completed within budget and timeline. Consults with diverse stakeholders and liaises with Physical Plant Services, Campus Planning, and external contractors as required. Coordinates the final preparation of renovated spaces for occupancy and arranges recycling and disposal of furniture per Queen’s policies.
  • Manages physical services for the office including key distribution and programming building hours, resolving building issues such as repairs and service complaints; coordinates equipment maintenance; ensures provision of office supplies, computers, equipment and furnishings for the office.
  • Develops and maintains a Records Management System for both electronic and paper filing systems within the Office of the Vice-Principal (Advancement) in compliance with Freedom of Information and Protection of Privacy Act (FIPPA) requirements, as well as university policies and procedures. Looks for opportunities to enhance the efficiency and effectiveness of filing systems, canvassing input from Information Technology Management, and implementing changes to filing systems as needed.
  • Acts as the ED’s delegate when required and makes recommendations to the ED or VP on changes to improve efficiency of the office or enhance the effectiveness of support for the VP. Recommends revisions and amendments to administrative practices in consultation with the ED. As necessary, implements all aspects of changes in practices and procedures and informs staff.
  • Acts as a back-up to the Human Resources Advisor, providing human resource support by liaising with candidates, arranging logistics, and assisting with onboarding.
  • Undertakes other duties as assigned in support of the unit and/or department.

The Executive Assistant, Office of the Vice-Principal (Advancement) also calls for:

  • University degree.
  • Several years of relevant experience in a senior administrative role, providing executive level support in a high-profile area at the university or an institutionally relevant environment.
  • Proven success effectively managing the schedule, phone calls, email, etc. for an executive, within an environment of constantly shifting priorities and deadlines, combined with extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
  • Ability to work effectively and successfully with diverse audiences to achieve shared priorities.
  • Advanced knowledge of operating systems including Windows, Microsoft Office products, PeopleSoft, Expense Reimbursement System (ERS), FAST reporting, Ellucian Advance Web, Qualtrics, and Internet tools for data and statistical analysis. Ability to adapt to emerging technologies is considered an asset.
  • Substantial experience in project management, facilities management, and/or space planning preferred.
  • Sound knowledge of the university’s structure, procedures, policies and regulations. Understanding of the workings of Senate, Board of Trustees, Council of Ontario Universities, Ministry of Advanced Education and Skills Development, would be considered an asset.
  • Consideration will be given to an equivalent combination of education and experience.

To apply to this grade 8 (salary range $63,131-$76,980), 18-month term appointment visit our website by Monday, May 9, 2022, quoting competition J0422-1182.
The university thanks all who express an interest in this position and advises that only those selected for interviews will be contacted.

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous Peoples, persons with disabilities, and LGBTQ+ persons. The University will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs.