Executive Assistant, AVP Alumni Relations

Date Posted: 02/23/2024
Req ID:36160
Faculty/Division: VP - Division of University Advancement
Department: Alumni Relations
Campus: St. George (Downtown Toronto)

Description:

Responsibilities:

Under general supervision, the incumbent provides comprehensive administrative support to the Assistant Vice-President, Alumni Relations in all matters relating to the smooth running of the Assistant Vice-President's immediate office. The incumbent also maintains excellent relations with the senior members of the DUA senior management team and other executive offices within the university, including all constituencies.
The incumbent provides executive administration related to the AVP's responsibilities, provides administrative support to the Office of Alumni Relations, assists with communication, relationship management and provides project support.  

Duties include: maintaining a comprehensive calendar for the AVP; coordinating complex meeting requests with senior members of the Alumni Relations and broader DUA and University teams; preparing background material; drafting complex communication materials/correspondence; preparing and sending out large volumes of correspondence, managing and executing detailed travel plans, serving as the point of contact for alumni, donors, senior volunteers and senior administrative officers; develops and drafts meeting schedules, agendas, meeting packets, minutes and correspondence directed to both internal and external stakeholders. In addition, the incumbent serves as the first point of contact and is a key administrative representative for the Alumni Relations office; triages both internal and external requests; and maintains positive relations with internal and external stakeholders. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness and absolute confidentiality. The incumbent must present a professional image of the alumni office and the University by interacting knowledgeably and courteously with many people including donors, volunteers, senior administrators, faculty, staff, students and community members. Other administrative duties as assigned.

Requirements:

Education:
University degree or acceptable equivalent combination of education and experience.

Experience:
Minimum five (5) years' experience in progressively responsible senior administrative roles.  

Experience working in an academic environment and/or with fund-raising environment preferred.  

Intensive experience using scheduling software.

Experience working with technical information an asset.

Proven success in providing superior service and support in a busy, demanding environment. 

Skills:
Superior word processing skills using Microsoft Word; advanced working knowledge of Microsoft Word, Excel, and PowerPoint.

Experience with computerized scheduling software, email and internet.

Other:
Exceptional knowledge of University policies and procedures, and decision-making processes is preferred.

Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem solving skills.  

Demonstrated ability to draft clear and concise correspondence.  

Strong attention to detail.

Strong customer-service orientation.  

Demonstrated initiative, accuracy, leadership and meticulous attention to detail.

Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.  

Ability to organize a heavy and fluctuating workload in a changing environment.  

Ability to work under pressure and to meet deadlines.  

Ability to assimilate and interpret significant amounts of information.  

Ability to work effectively and professionally, both independently and within a team environment

Contract Lenght: Three months contract. Start date is as soon as possible.

Closing Date: 03/08/2024,11:59PM ET
Employee Group: PM
Appointment Type: Budget - Casual
Schedule: Monday to Friday 8:45am to 5:00pm
Pay Scale Group & Hiring Zone: $39.62/hour
Job Category: Administrative / Managerial