St. Thomas University invites applications for the position, Executive Assistant to the President and Vice-Chancellor, and Recording Secretary to the Board of Governors.
Founded in 1910, St. Thomas is a primarily undergraduate university that prioritizes teaching and learning so that each student is prepared for personal and career fulfillment. With an enrolment of 1,700 students, STU offers Bachelor of Arts and Bachelor of Social Work degrees for undergraduates, in addition to distinctive program opportunities like the Bachelor of Arts (Aviation Stream), the Mi'kmaq and Wolastoqey Bachelor of Social Work, and the Bachelor of Applied Arts. For those interested in post-degree or graduate studies, St. Thomas offers a Bachelor of Education and a Master of Social Work. Professors are distinguished scholars, authors, and commentators, and provide an outstanding education to their students. The university holds Canada Research Chairs in global and transnational studies and in physical culture and social life, as well as a health research chair in community health and aging.
Reporting to the President and Vice-Chancellor, the Executive Assistant provides executive administrative support for the President and Vice-Chancellor and is responsible for the administration of the President and Vice-Chancellor's Office. The Executive Assistant ensures that the informational, organizational, and communication needs of the President and Vice-Chancellor's Office are met in a timely manner through the effective prioritization of activities and workflow. Given the nature of the Office of the President and Vice-Chancellor, the Executive Assistant functions independently most of the time and is expected to exercise good judgment on issues, questions, and problems that arise, and collaborate with members of the Senior Leadership Team.
In addition, the Executive Assistant serves as Recording Secretary to the Board of Governors. As such, the Executive Assistant provides administrative support to the Board of Governors and to a number of its standing committees and frequently serves as the Board contact to provide responses to varied inquiries.
Key Responsibilities for the Office of the President and Vice-Chancellor
The Executive Assistant serves as the initial point of contact for individuals from both inside and outside the University, including senior administrators, faculty, staff, students, and government officials. Not infrequently, the Executive Assistant determines whether these people should more appropriately see someone other than the President and will direct them accordingly. The Executive Assistant frequently acts as a resource person and is required to answer questions and provide information on policy and procedural matters. In carrying out these functions, as well as others, the Executive Assistant must maintain professionalism and, in many cases, strict confidentiality.
The Executive Assistant must function in a unionized environment and be familiar with the various collective agreements in place at any given time. Numerous deadlines exist in the collective agreements that have a direct bearing on the scheduling requirements of the Office, and it is imperative that the Executive Assistant is aware of these time-sensitive requirements.
Key Responsibilities for the Board of Governors
The Executive Assistant acts as the Recording Secretary for the Board of Governors and provides administrative support to the Board and its various standing committees. The successful candidate will be expected to become familiar with all aspects of university governance as they frequently serve as the initial Board contact to provide informed responses to inquiries on policy and procedural matters pertaining to the Office of the President and to the Board of Governors. The Executive Assistant will be required to plan and prepare agendas, track action items, and maintain official records for the Board and its committees. The Board of Governors holds its regular meetings on Saturdays; meetings of the various standing committees are normally scheduled during regular working hours, but it is not unheard of for these meetings to be held in the evenings or on Saturdays. Special meetings are held whenever needed.
The successful candidate will possess the following qualifications:
- Bachelor's degree in relevant field.
- A minimum of five to seven years of experience in providing executive level administrative support and experience in Board governance.
- Excellent judgment and analytical skills.
- Initiative and the ability to function independently.
- Excellent management, planning, communication, interpersonal and organizational skills, with the ability to prioritize, organize, and complete work assignments in a busy office environment.
- Understanding the need for and maintaining strict confidentiality.
- Flexibility and willingness to change direction as required.
- Ability to multi-task.
- Basic understanding of Faculty and Staff Collective Agreements.
- Ability to draft correspondence in an accurate and timely manner.
- Ability to record minutes and proceedings; and
- Experience using a variety of software and virtual applications, i.e., all Microsoft Office products, MS Teams, Zoom, etc.
Working Conditions
- Frequently required to work under pressure to meet deadlines.
- Awareness of competing demands which may cause stress.
- Awareness of subtleties of a unionized workplace.
- Recognition that working beyond the normal workday will be expected and necessary - sometimes with little advance notice.
The classification and annual salary range of this position is C4 ($66,655-$91,885). This position is exempt from the Union and is considered an administrative position for purposes of benefit administration. St. Thomas University offers a competitive salary in addition to a comprehensive benefit package.
Closing date for applications is January 12, 2025, or until filled. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please forward your cover letter and resume, by clicking the Apply Now button.
An equal opportunity employer, St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups, and persons with disabilities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
St. Thomas University is situated on the traditional territory of the Wolastoqiyik, Wəlastəkewiyik / Maliseet whose ancestors along with the Mi'Kmaq / Mi'kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s.
© 2024 St. Thomas University. Fredericton, New Brunswick, Canada.
Share This Job:
