Closing Date: May 12, 2025 at 4:00 PM

Office of the President

This office is comprised of a dedicated team of professionals supporting the activities of both the President and the mission of the University.

WHAT WE OFFER

Full-time | Continuing | Fredericton Campus | On-Campus

UNB is committed to ensuring employees can maintain a healthy work-life balance.

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Additional Working Conditions:

• Occasional travel between both campuses may be required.
• Use of a university cell phone during off hours to accommodate emergencies or support.

Salary Range: $58,098 - $79,182 per annum

YOUR FOCUS

Reporting to the Chief of Staff, the Executive Assistant is responsible for the oversight, management and preparation of the President's schedule including meetings and travel. This position provides strategic advice and background to the President on scheduling issues and prioritizes the President's time based on presidential goals. This position works independently and requires sound judgement and an ability to work under challenging time constraints due to the many priorities placed on the Office of the President. The incumbent must be capable of working in a fast-paced environment with constant changes, high volume of work and ever-evolving priorities.

Position summary:

• Manage the President's schedule and help to determine which meetings and events the President will participate in as well as provide advice on duration of meetings and ensure the President's time is used effectively in coordination with the Chief of Staff.
• Ensure the President is prepared for meetings by anticipating what may be required for each meeting and event, requesting specific background materials or speaking notes from various university portfolios from both campuses and collecting all relevant information into a concise briefing package.
• Manage access to the President for urgent matters.
• Manage the flow of information to and from the President.
• Keep the President informed of sensitive issues related to meetings and events.
• Ensure queries or issues that require the President's input are brought to their attention.
• Oversee the President's national and international travel arrangements including the coordination of Visa applications and trip binders. Participate in the planning process of the President's national and international travel strategy.
• Prepare President's expense claims.
• Prepare agendas for senior administrators' one-on-one meetings with the President; maintain a "pending issues" system for future agendas and follow up to ensure final decisions have been made.
• Prepare monthly report for Board of Governors outlining President's activities.
• Coordinate the role of Acting President when President is off campus.
• Prepare written and electronic correspondence including letters and emails.
• Proofread correspondence prepared by others for presidential signing.
• Manage and file documents, meeting briefs and reports for electronic and/or paper storing.
• Participate in the coordination of major presidential events on both campuses and Somerville House.
• Work collaboratively with senior administration, students, alumni, donors, government and companies outside the university.
• Greet visitors and ensure meetings begin and end on time.
• Ensure President's requests are completed in a timely manner by tracking progress.
• Work as part of a team within the Office of the President to provide back-up/support to other team members during absences or peak periods.
• Act as a back-up to the Office Manager and Manager, Ceremonies and Events.
• Other assignments as required.

WHAT YOU BRING

• Post secondary diploma in Office Administration from a recognized institution. A university degree would be considered an asset.
• 10-15 years' related experience in senior executive office environment or an equivalent combination of training and experience.

Additional Strengths:

• Planning and creative problem-solving skills.
• Intermediate to expert level user of Microsoft Office Suite.
• Prior experience in the post secondary sector would be an asset.

WHY CHOOSE UNB?

UNB offers a large variety of benefits for employees, including a full pension, a minimum of three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance.

ADMINISTRATIVE, PROFESSIONAL AND TECHNICAL GROUP (APT)

This position is part of the non-union Administrative, Professional and Technical (APT) group.

COMMITMENT TO EQUITY, DIVERSITY & INCLUSION

The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.

We thank all who apply; however, only those selected for an interview will be contacted.