Executive Assistant To The Vice President, Student Services (temporary Assignment - 12 Months)

Executive Assistant

Reporting to the Vice President, Student Services, this position provides leadership, guidance, and direction to internal personnel and external contacts, and is responsible for the management and effective operations of the Office of the Vice President, Student Services. The incumbent provides administrative support to the Vice President and is entrusted to drive action and outcomes on behalf of the Vice President. The role of the Executive Assistant is integral to the productivity of the Office of Vice President and the Student Services area.

The incumbent works closely in partnership with the Vice President and divisional direct reports to achieve strategic objectives, operational goals, and is responsible for managing projects and daily operations of the office. The incumbent is uniquely positioned to prioritize and anticipate needs, and must have the ability to act effectively to requests regarding activities and functional operations of the Vice President's office, responding in a timely and appropriate manner in order to maximize the efficiency and effectiveness of the office. This includes serving as the primary administrative liaison, carrying out analytical and representational functions on behalf of and in support of the Vice President.

The Executive Assistant is responsible for providing support commensurate to a member of the Executive Team. This includes planning, prioritizing, drafting executive level documents, preparing events, attending meetings, carrying out administrative duties related to strategic and confidential matters, and multitasking a variety of activities.

Employing a high degree of initiative and forward thinking, the Executive Assistant steers the inter/intra department coordination and timely completion of action items, projects, and special events on behalf of the Vice President, Student Services. The incumbent will also undertake lead special projects and assignments upon the request of the Vice President, as it pertains to the deliverables of this position and the area.

The incumbent has complete familiarity with the Student Service departments of the College, with the academic and administrative policies of the College, and is able to communicate effectively with students and all levels of employees, as well as with a wide range of clients and representatives from other colleges, community groups, local school boards and Ministry officials. The incumbent must possess strong communication and interpersonal skills, confidentiality, speed, and expert organizational skills, demonstrating confidentiality, trust and diplomacy in all interactions.

What We Offer:

• An opportunity to work onsite in a vibrant campus community in the heart of Ottawa, helping to transform hopes and dreams into lifelong success, with opportunities for occasional work-from-home;
• A culture of learning and development, with opportunities for multiple career paths and professional growth leveraging Algonquin College's Centre for Organizational Learning and tuition support opportunities to take college courses.

Required Qualifications:

• Minimum two (2) years college diploma in Office Administration or relevant related field of study.
• Seven (7) years related on the job progressive experience administering in an executive office environment. Preferably, work experience in an academic environment, including experience in a client service area(s) an asset.
• Strong computer skills, knowledgeable and experienced with MS Office Suite applications, with an emphasis on project management and presentation software applications, as well as demonstrated knowledge of Student Information (SIS) Systems.
• Exceptional organizational, planning, analytical and intuitive skills to analyze complex client situations and deal with confidential matters, while demonstrating a balance of compassion and good judgement.
• Above-average conflict resolution skills in order to deal with day-to-day problems and/or complaints on behalf of the Vice President, Student Services.
• Excellent interpersonal, client service, verbal and written communication skills.
• Strong writing skills to prepare reports and other documentation.
• Exceptional scheduling and time management skills, with an ability to prioritize and manage several concurrent obligations/projects.
• Good knowledge of College programs, as well as organizational structure and College decision-making processes.
• Understands context and maintains awareness of organization and divisional strategic priorities.
• Proven ability to analyze, follow up and make independent decisions.
• Exceptional ability to handle pressure, set priorities and to meet deadlines.
• Financial/budget experience is preferred with general knowledge of budget preparation and reporting.
• In-depth knowledge and comprehension of relevant College policies and procedures.
• Knowledge of Ministry policies an asset.

This position may eligible for hybrid work in conjunction with the College 's Flexible Work Arrangement. There would be a minimum of 3 on-site workdays per week.

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at humanresources@algonquincollege.com. While we thank all those who apply, only those to be interviewed will be contacted.