Executive Assistant to the Associate Vice-President Strategic Communications and Chief Communication

Executive Assistant to the Associate Vice-President Strategic Communications and Chief Communication

Executive Assistant to the Associate Vice-President Strategic Communications and Chief Communications Officer
Primary Purpose: The primary purpose of this position is to provide a broad and diverse range of confidential and high-level executive support to the Associate Vice-President (AVP) Strategic Communications and Chief Communications Officer (CCO). In addition to this, this position supports the alumni relations and external engagement function within University Relations, including support for the Alumni Association Board. This position participates in and assists with the planning, coordinating and monitoring the efficient delivery of diverse, competing and complex administrative functions.





This position is responsible for strategically maintaining the AVP, Strategic Communications/CCO schedule, managing associated logistics, and triaging as appropriate to meet the demands of the challenging, diverse and high-volume unit.

Nature of Work: As a member of the Office of the Vice-President, University Relations, the Executive Assistant reports to the AVP, Strategic Communications/CCO. The Executive Assistant’s work encompasses a broad range of complex duties and processes that require great attention to detail. The incumbent will effectively manage a high volume of work in a fast-paced environment with frequent interruptions, competing priorities, and conflicting and strict deadlines. A solid understanding of the priorities goals and vision is necessary and will guide the incumbent during their day-to-day work and when making impactful decisions.

A superior customer service ethic and professionalism is required while maintaining high standards, teamwork and integrity.





Considerable discretion is required as this position is privy to and routinely works with sensitive and confidential information and acts in a confidential capacity. The environment is continuously changing with shifting priorities and frequent interruptions. The position requires discretionary decision making and undertakes a wide variety of duties, within established policies, guidelines and procedures with minimal supervision.

The Executive Assistant must understand the reputational risk if incorrect decisions are made and must make sound judgements, based on knowledge of the university and appropriate consultation. Impact of error is high as the position is responsible to ensure day to day work is completed accurately, and information provided to others is correct.





Excellent professional written and oral communications is critical. The incumbent must have the ability to manage pressure while managing competing interests toward satisfactory outcomes. Establishing and maintaining the level of professional relationships that support exceptional collaboration and problem solving is essential for success in this position. The Executive Assistant builds and maintains working relations with internal and external stakeholders.

Accountabilities:

Effectively represents the AVP, Strategic Communications/CCO, the alumni relations and external engagement function, and University Relations in all contacts ensuring professional and effective representation. Performs triage including assessing risk, responding to,





or referring/assigning a broad spectrum of people and issues across all levels of the institution as appropriate in a timely, respectful, and effective manner.

Strategically manages assigned schedules, establishing standards that provide a balance between meeting and office/work time, reflects the priorities of the unit, and allows for flexibility in a fast-paced and frequently changing environment.

Provides timely, accurate and pro-active administrative support for all assigned duties such as: scheduling calendars; arranging meetings; distribution of agendas and minutes and ensuring staff have required materials prior to meetings; responding to telephone and email inquiries; data entry, reconciling monthly financial reports,





managing office filing systems; preparing briefing notes; and effectively executing other assigned units of work.

Provides administrative support in support of the USask Alumni Advisory Board, including preparing and providing appropriate information and materials to the committee, maintaining accurate records of meetings including correspondence and reports, tracking decisions and outcomes and communicating results.

Supports events and workshops including coordination and implementation.

Develops a variety of documents, reports, and presentations for the AVP, Strategic Communications/CCO and Director, Alumni Relations and External Engagement, as required.

Actively seeks out and understands USask, University Relations,





and the unit’s priorities to provide effective support.

Submits financial and administrative requests to USask systems on behalf of individuals and units.

Establishes and maintains effective working relationships within University Relations and the administrative core of the university, as well as the wider campus community and with key external stakeholders.

Ensures the timely and judicious articulation of those issues about which the AVP, Strategic Communications/CCO and Director, Alumni Relations and External Engagement needs to be aware, and/or which the AVP/CCO and Director alone can address or refer. Understand the priorities of the AVP,





Strategic Communications/CCO and Director so as to recognize the importance of internal and external requests and deal with them in a timely manner.

Arranges travel arrangements and track expenses as required.

Maintains confidentiality and handles sensitive matters diplomatically while exercising sound judgement and discretion.

Provides backup coverage for the Office of the Vice-President University Relations as directed and required.

Performs other duties as assigned.

Education: A post-secondary office administration certificate from a recognized college or technical school. A combination of education and experience may be considered.

Experience: A minimum of five years of related experience, preferably supporting executive members in a large organization.

Skills: Qualified candidates will possess high standards of professional integrity,





customer ethic and proficiency in all aspects of administrative function; demonstrated ability to work effectively with confidential and sensitive information is essential; effective and exemplary interpersonal and communication skills (both oral and written); superior levels of tact, diplomacy, and professionalism in dealing with people; high attention to detail, proactive, proficient organizational skills with demonstrated ability to deal effectively with multiple priorities that originate from a variety of sources to meet deadlines; ability to work independently, collaboratively and effectively in a team environment.

This position is exempt from any bargaining unit.

Department: University Relations
Status: Term 14 months with the possibility of extension
Employment Group: Exempt
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $52,403.00 - 92,228.00 per annum. The starting salary will be commensurate with education and experience.
Salary Phase/Band: Salary Band 2
Posted Date: 10/8/2024
Closing Date: 10/23/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

#J-18808-Ljbffr

▶️ Executive Assistant to the Associate Vice-President Strategic Communications and Chief Communication
🖊️ University of Saskatchewan
📍 Saskatoon