Executive Assistant - Office of the Chief Operating Officer (CIO) - Information Technology Systems and Services at University of Prince Edward Island

The University of Prince Edward Island invites applications for the position of Executive Assistant. This position is the main point of contact for the Office of the CIO and plays a key ambassadorial role in representing the office by creating a safe, positive and welcoming atmosphere while providing information through confidentiality, tact and diplomacy.

The CIO is advised and consulted on matters of extreme urgency, sensitivity, or controversy. This position reports directly to and is under the general supervision of the CIO, and works with a high degree of independence and regularly handles confidential information. The Executive Assistant position exercises strong decision-making ability and sound judgment on matters requiring the CIO’s attention and is expected to determine priorities, deadlines and objectives. The incumbent collaborates with other University management and staff to achieve priorities.

RESPONSIBILITIES:

• Provides executive level support to the CIO, pro-actively gathering and maintaining required background and confidential materials needed for efficient decision-making
• Ensures clear, timely and effective communication with the CIO to prioritize attention to items that will maintain and build UPEI’s professional reputation among all stakeholders
• Develops, establishes and maintains information tracking systems, including electronic schedules, physical and electronic filing systems, budget/invoicing process and reports, expense reports, and email management
• Represents the CIO, communicating both internally and externally, orally and in writing on day-to-day operational issues and specific planning activities; liaises with senior University management, officials in other post-secondary institutions, external suppliers and Board members as required
• Schedules, maintains and prepares materials, background and logistical support documentation for internal and external appointments, meetings, travel arrangements for the CIO and related members as required
• Arranges meetings, prepares agendas, minutes and related background materials, following up on action items in a timely manner, as required
• Conducts special projects and research initiatives under the office of the CIO
• Provides courteous, accurate and timely customer service to students, staff and external clients and refers inquiries and issues to appropriate areas
• Maintains detailed knowledge of administration and IT policies, procedures, programs and organizational structures to respond effectively to various stakeholders
• Performs other related duties as assigned

QUALIFICATIONS:

• Post-secondary education in Office Administration or Business Administration or equivalent, and five years of progressive experience in a fast-paced, highly confidential office environment
• Strong organizational and document management skills
• Strong analytical skills, detail oriented and ability to work with limited supervision and prioritize workload to meet deadlines efficiently and effectively
• Excellent interpersonal, oral and written English communication skills
• Ability to demonstrate and maintain high level of diplomacy, judgment and confidentiality
• Excellent customer service skills, including initiative, problem solving and follow through
• Advanced level of computer skills in a wide range of software applications such as Word, Power Point, Excel, including preparation of presentations, tables, reports, statistical charts and manipulation of data
• Good working knowledge of budget preparation and IT systems