Job Description

ABOUT THE OPPORTUNITY

The Executive Assistant will be providing support to two (2) groovy Executives: AVP Reconciliation and the University Secretary & Legal Counsel. This role presents a unique opportunity to apply your passion, skills and knowledge in supporting two (2) Executive Offices that are working towards advancing Yukon University's ambitious, but necessary, plans to advance reconciliation and uphold legislated commitments to Yukon First Nations.

The Associate Vice-President Reconciliation is responsible for leading the visioning, strategy development and direction in advancing Yukon University's commitments to reconciliation. This Office provides guidance and oversight on Indigenous interests and issues through the First Nations Initiatives Division and supports the promotion and development of ethical scholarship and research at Yukon University. Ultimately, the Office of the AVP Reconciliation works to help realize the dreams of Yukon First Nations leaders for a University in the Yukon that can help to restore and re-story the knowledge and memories of the lands and ancestors in educating the minds, hearts and spirits of all our learners.

The University Secretary & Legal Counsel leads the University Secretariat Office. This Office has three primary responsibilities. First, supporting the Board, Senate and their respective committees in deliberations and decision making. Second, supporting policy development and revision at the University and finally all legal obligations. Work within this Office will expose you to best practices in governance and decision making, policy development and legal assistant support. While it may not sound as exciting as work in the Office of the AVP Reconciliation, it is rooted in the same vision.

ABOUT YOU

You flourish when tasked with a variety of requests and opportunities to move fluidly between ideas. You dream in tables, charts and graphs. You like creating whole forms and structure from many fragments. You enjoy getting people where they're supposed to be and you pay attention to details like time differences when booking travel. You are discreet and compassionate for your team and colleagues. You are equally comfortable taking and offering direction.

While you will be supporting two Offices, you will report directly to the AVP Reconciliation.

Essential Job Functions and Duties

Specific Duties:

• Prepares and ensures appropriate agenda items, information and meeting materials are ready, complete and available for meetings;
• Coordinates meetings including venue, equipment and/or other logistical requirements;
• Coordinates attendance of guests, advisors, others as appropriate. Advises of changes to meetings;
• Maintains an accurate record of meeting minutes noting motions, decisions, and/or key discussion items;
• Assisting in annual budget and work plan development;
• Assisting with research and summation of relevant information;
• Drafting letters, reports, and guidance documents as required;
• Assists with any related travel arrangements;
• Helps to organize special events or site visits;
• Maintaining security and confidentiality of a wide range of correspondence and information and comply with knowledge/data protection requirements;
• Assist in the development of communications materials for distribution as needed;
• Coordinating support for confidential performance reviews;
• Preparing and securing contracts with vendors and service delivery suppliers;
• Liaise with the FNI Division and Communications and Marketing team regarding communications and engagement strategy; and
• Other related duties as required.

Skills, Aptitudes and Other Assets

• Respectful, open to listening and takes accurate meeting minutes;
• Strong written/oral communications skills;
• Comfortable interacting with staff and community members (youth, elders, different family groups, etc);
• Ability to work independently and in a team environment;
• Reliable and able to manage multiple tasks and deadlines;
• Excellent computer literacy;
• Exceptional organizational habits and attention to detail;
• Knowledge and or strong working relationships with Yukon First Nations is a very strong asset;
• Flexible and willing to work with the schedules of the Executives (ie. some evenings and weekends).

Qualifications and Experience

• Successful completion of an undergraduate degree and/or courses or post-secondary training in business administration, legal secretarial, journalism and/or equivalent work experience;
• Experience working in administration in a post-secondary setting;
• Ability to organize and chair meetings, prepare agendas, background material, take notes and prepare minutes.
• Exceptional organizational skills and ability to plan and organize activities and events
• Excellent communication skills with the ability to communicate effectively across all levels of programming, including Board Executives, Chiefs and elders, youth and community members, and all staff and faculty;
• Experience drafting a variety of documents including policy and guidance documents;
• Experience coordinating events, community meetings and/or workshops.

How to Apply:

Aligned with Yukon University's commitment to Reconciliation and pledge to employment equity, qualified applicants from Yukon First Nations may be given priority. Secondments may be considered from Yukon Government, Yukon First Nation Governments, and other agencies within Yukon Territory. This posting may remain open until a qualified candidate is hired. Gw\xc3\xa4nisch\xc3\xafss, sh\xc3\xa4w nith\xc3\xa4n, thank you for your interest.

Quoting the employment opportunity number, please send your cover letter and resume to: Human Resource Services
Yukon University, Box 2799
Whitehorse, Yukon, Y1A 5K4
Fax: 867 668 8896
Email:

Applicants should clearly outline all relevant qualifications since selection for interview will be based on applications submitted.

Please be prepared to provide official transcripts upon request.

We wish to thank all applicants for their interest, but advise that only those selected for an interview will be contacted.

Yukon University