Position: Executive Assistant
Department: Office of the Provost and Vice-President Academic
Position Type: Full-time, Permanent, AUPAT 5
Date Posted: February 7, 2025
Application Deadline: February 13, 2025 at 11:59pm
Competition #: 25-05-AU
Salary: To be commensurate with qualifications and experience in the range of $57,315 - $67,429.
Benefits: Our total compensation package includes a defined benefit pension plan, health and dental plan, Telemedicine with Greenshield Health, health spending account, life insurance, optional life insurance, AD&D insurance, long-term disability insurance, employee and family assistance program, tuition discount for employees and their dependents, free gym facility membership, 4 weeks' vacation increasing with years of service, university paid holidays including winter break closure.
Acadia is seeking an organized, proactive, and highly professional Executive Assistant to support the Office of the Provost and Vice-President Academic. The Executive Assistant will provide confidential administrative services and advice, ensuring the effective and efficient workflow between internal and external stakeholders.
Key responsibilities include:
- Act as the primary point of contact for the Provost and Vice-President Academic's Office, managing correspondence, scheduling, relationships, and competing priorities.
- Coordinate and maintain official files, including faculty hiring, and tenure, promotion, and sabbatical processes, ensuring adherence to the Collective Agreement.
- Collaborate with departments across campus to ensure efficient communication and workflow.
- Assist in budget tracking, faculty appointments, and preparation of key documentation, such as appointment letters and reports.
- Organize search committees for senior academic administrators, including candidate coordination and logistics.
- Support strategic initiatives, committee meetings, and institutional reporting, ensuring timely distribution of minutes and follow-ups.
- Develop and maintain office standards, training materials, and workflow improvements.
- Manage logistics for meetings, travel, expense claims, and other administrative needs of the Provost and Vice-President Academic.
- Oversee the maintenance of the Provost and Vice-President Academic's web pages and ensure up-to-date content.
- We seek candidates with extensive experience providing executive-level administrative support, with a preference for those possessing comprehensive knowledge and experience in university administration.
- A bachelor's degree in a related field is preferred; completion of other post-secondary studies with directly related experience may also be considered.
- Excellent communication and interpersonal skills are essential, along with a capacity for professional and collaborative interaction to foster teamwork.
- Demonstrated ability to work to a high level of accuracy, and be flexible to regularly changing priorities is necessary, as is the need for strong analytical skills.
- Sensitivity to work with detailed and confidential material is required, and strong commitment to confidentiality and discretion is required.
- Demonstrated vision and initiative together with excellent management, planning, and organizational skills are required, as is the ability to prioritize work with many competing demands.
- Proficiency in Microsoft Office applications is mandatory.
For further information or to request a detailed job description, please contact Keilani Tupper at [email protected].
TO APPLY: To apply for this opportunity, click on the "Apply Now" button and upload your cover letter, resume, and professional references.
Please be advised that only those invited for an interview will be contacted. The University reserves the right not to fill this position. A six-month eligibility list may be established from this competition to fill future vacancies for identical positions.
The University invites applications from all qualified individuals; however, Canadians and permanent residents will be given priority. Acadia University is committed to employment equity and diversity in the workplace and welcomes applications from Aboriginal people, African Nova Scotians, persons with disabilities, visible minorities, women, and persons of any minority sexual orientation or gender identity. Consistent with the principles of employment equity, the primary criterion for appointment to a position is qualifications and professional excellence. Candidates who identify as a member of one of the afore-mentioned groups, and who wish to have the application considered as such, are invited to submit the online Employment Equity Voluntary Self-Identification Form as part of their application package.
The university will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. If you require accommodation because of a disability or for any other reason during the interview process, please contact [email protected].
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