Executive Assistant to the VPFA – Office of the VPFA

Date Posted: October 21, 2024

Posting Deadline: November 4, 2024

Department: Office of the Vice President Finance and Administration

Type of Employment: Permanent, Full-time

Group Affiliation: APC Group, Group 4 ($52,531 - $67,699 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Executive Assistant to the VPFA to join the Office of the Vice President Finance and Administration's team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Personal days
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Vice President of Finance and Administration, the Executive Assistant to the VPFA will:

• Liaises between the Vice President, Finance & Admin, Associate VP's reporting to the VPFA, and other University administrators, members of the Board of Governors, public officials, faculty, staff, students, and other various stakeholders served by the University
• Coordinates the timely flow of incoming and outgoing communications by receiving, routing, and/or responding to incoming communications, creating new distribution procedures where necessary, and determining the appropriate office, department or institution for outgoing documents
• Creates/maintains ongoing list of "in progress" files/initiatives of the Vice President, contributes to resolution where appropriate and tracks for completion
• Demonstrates confident leadership in the oversight/general management of the Vice President's Office. Works to fill an "informal" leadership role with a view and understanding of challenging circumstances
• Maintains the VPFA's calendar as follows:
  • Develops and coordinates a calendar of appointments, meetings, social engagements, and community functions.
  • Arranges weekly and biweekly meetings of direct reports and senior management
  • Arranges regular committee meetings to be chaired by the VPFA. Prepares and circulates agendas and meeting materials for same.
• Maintains the digital and physical record management for the Office of the Vice President; includes overseeing the filing system, creating files and records as necessary, using judgment and knowledge of office requirements, updating files and records, adhering to SMU retention and purging schedules, and retrieving files and documents as needed
• Maintains contact with the Vice President, keeping the VP updated during an absence from campus, enabling remote decision-making, and the ability to keep files and projects running smoothly and on time.

Experience and Education Requirements

To be the successful Executive Assistant to the VPFA you will have:

• High School graduation and 2-year community college diploma in Office Administrative Assistance or Business Administration
• Minimum of 5 years progressive experience at senior administrative levels in a fast-paced highly confidential office environment.
• Proven experience with organizing and prioritizing a demanding workload while meeting deadlines.
• Professional judgment and discretion.
• Excellent computer skills with a high level of proficiency in Microsoft suite of Office software and Outlook. Demonstrated communication skills (written and verbal) with the ability to translate information into clear and concise objectives that can be communicated to different audiences within all levels of an organization.
• Excellent communication skills both oral and written.
• Financial acumen
• Strong organizational and interpersonal skills. Ability to work independently.
• University experience and/or extensive experience in an academic setting or not-for-profit setting considered an asset.
• English and proficiency in a second language (desirable). Strong editorial skills.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].