Executive Assistant to the AVP & CCO, Communications (Term)

Updated: 4 months ago
Job Type: FullTime
Deadline: 09/01/22; 09/01/2022

TERM Assignment:

This is a one-year term assignment. Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Career Development Assignment, and the successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

OPEN Competition: This non-union term position will be posted until January 5, 2022, however applications will be reviewed on a regular basis in preparation for interviews in mid-January. Ideally, we are looking for a candidate who will be available to start early February for a one year term position.

About Carleton University
Carleton is a smart, caring and connected community that inspires and empowers individuals to become change leaders who drive impact in the world. Carleton’s faculty and staff provide a superior learning experience for our fine students who hail from every province and from over 100 countries around the world. Situated on a beautiful campus bordered by the Rideau River and Canal, Carleton is just minutes from the heart of our nation’s government and enjoys easy access to the many organizations, associations and businesses which thrive in Ottawa – a G-7 capital.

About the Department of University Communications
University Communications reports directly to the President’s Office. It provides the university community with strategic direction, advice and support to enhance Carleton’s reputation for academic excellence, research and exceptional student experience. It also supports and co-ordinates a highly effective network of communications professionals in programs, faculties, schools and departments.















Duties and Responsibilities:

Responsible for provision of administrative, financial, and operational services for Chief Communications Officer (CCO) and Assistant Vice-President (AVP) and the broader management team within the Department of University Communications.


The incumbent must possess the following qualifications:
• Knowledge of office administration policies, procedures, and processes
• Knowledge of DUC and practices within the university as well as the broader university offices, academic units, departments, and divisions
• Knowledge of relevant policies, and procedures
• Knowledge of office productivity software and databases, internet browsers and search engines, discipline-specific and enterprise software, and technology devices
• A proven track record in providing comprehensive administrative support to senior-level management while exercising discretion, and maintaining complete confidentiality
• Excellent verbal and written communication skills, including strong writing, research, presentation, and public speaking skills
• Experience in developing communications materials such as newsletters, public announcements, and developing and maintaining websites
• Financial management experience including budget development and management
• Excellent interpersonal skills and a collaborative style
• Strong critical problem-solving and analytical skills and a proven ability to plan, develop and execute creative approaches to challenges in a structurally complex environment
• Proficiency with Microsoft Office software (including Word, Excel, Access, and PowerPoint); FAST, email; social media and internet; and an ability to master new software and technology as it develops to support the work of the Department

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a Bachelor’s Degree;
• Minimum of three years previous administrative and budgetary experience at a senior level along with one-year of supervisory experience, preferably working in marketing, government relations, public affairs, or communications.

HR Note:

The Executive Assistant position is a full-time TERM position within the Non-Union employee group. The full salary range has been posted, however the starting salary will typically be between the minimum and the mid-point of the full salary range ($65,704 - $75,560) and based on the successful candidate's qualifications and other compensation factors. The total compensation package includes competitive extended health and dental benefits, annual and sick leave, life insurance, and unique perks such as tuition benefits and access to the fitness facilities at Carleton.

Important Note Regarding Pandemic Related Operations:
This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

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