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The Faculty of Medicine is seeking an executive assistant to provide executive level administrative and operational support to the Dean of Medicine for the faculty of medicine who is also the chief academic officer with HPEI. The successful applicant provides confidential and high-level executive support to the Dean with emphasis on ensuring the smooth functioning of the office, timely and effective follow-up of decisions, and implementation of assigned projects with minimal direction. The position acts as the first contact point and a resource for queries, concerns and issues incoming to the Dean’s Office and provides expert triage in dealing with, or referring, a broad spectrum of issues across all levels of the portfolio and across the campus as appropriate. The Executive Assistant will report directly to the dean and will provide executive level administrative support in an efficient and timely manner. This is a multifaceted and challenging role which includes a variety of tasks

RESPONSIBILITIES:

• Reporting to the Dean, the position works under pressure in a fast paced and high-volume office, dealing with competing deadlines and multi-tasking, and working in an environment of constant change
• Establishing and maintaining a high level of professional relationships that support exceptional collaboration and problem solving, and the ability to exercise professional judgment to make recommendations and decisions regarding issues or special assignments, is essential for success in this position
• Extensive government relations work particularly with the Department of Health and Wellness, Department of Workforce and Advanced learning and Populations and the Premier’s Office
• Considerable discretion is required as the position is privy to, and works with, sensitive, highly confidential information
• Full discretionary decision-making is often required, and judgment is used to determine the appropriate guidelines and procedures. Impact of error is high as the position is solely responsible to ensure day-to-day work is completed accurately and information provided to others, both on and off campus, is correct
• Works in an environment of continuous change; adapts to shifting priorities and timelines, and frequent interruptions
• Will provide administrative support with the formulation, implementation and administration of policies or programs which directly impact on the utilization or deployment of employees at both HPEI and ¾«Í¯ÓûÅ®
• Effectively representing the Dean’s office in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise.
• Providing effective senior administrative support for the Dean including day to day email management; developing agendas and background material; conducting research, analyzing materials and producing and/or participating in the development of presentations, reports and papers; preparing meeting summaries, background papers, and correspondence; managing accounts, the university’s financial information system
• Strategically managing the Dean’s schedule, establishing standards that provide a balance between meeting and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to the fast paced and fast changing agenda of the Dean
• Identifying, monitoring and articulating, in a timely and judicious manner, critical action items and briefing the necessary people on developments related to those issues
• Interacting collaboratively with the Dean, COO, leadership team, staff, senior administrators, other campus units, and other organizations or individuals from outside the University in identifying issues, solving problems and making decisions
• Effectively managing assigned projects from beginning to end (including research, analysis, budget management, coordination and implementation), establishing and maintaining the required collaborative relations and putting them to best use in achieving desired outcomes.
• Ensuring priorities and deadlines are met, correspondence and documentation are handled efficiently, accurately and confidentially
• Using judgment, confidentiality and discretion when handling sensitive issues

QUALIFICATIONS:

• Completion of a post-secondary program in a related office program with at least ten years’ related work experience, preferably in a university environment or equivalent combination of education and experience
• Strong organizational and time management skills
• Excellent interpersonal, collaborative, and both oral and written communication skills
• Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality.
• Ability to assist with researching, summarizing and effectively presenting information, drafting briefing notes, and preparing presentations.
• Experience and use of microcomputers with various software programs such as Windows, Microsoft Word, Word Perfect, Google Docs, Excel, Access, Drupal, HTML and Internet (must be able to search for required information)
• Ability to work with minimal supervision and familiarity with a university environment would be considered assets

• Adaptability and flexibility in a variety of situations