Job Description

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Note: Only internal candidates are being considered for this position.

About The Office Of Community Engagement

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The Office of Community Engagement supports Mount Royal University through Marketing & Communications, Alumni Relations, Development, Government Relations, Advancement Services & Annual Giving, and Community and Belonging support.

About The Role

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Working directly with the Vice-President of Community Engagement, the executive assistant performs senior administrative functions to support the vice-president's institutional advancement activities, specifically in the areas of government and community relations, alumni, communications, fundraising, marketing, media relations and special events.


The incumbent will guide overall office management and have responsibility for ensuring important contacts and relationships are maintained. The incumbent relieves the Vice-President of many administrative details, develops their own routines and frequently works independently to complete various assignments. The incumbent will experience heavy workloads, competing priorities and shifting priorities.


As a key member of the administrative team, the Executive Assistant also provides support to other members of the executive team as required.

Responsibilities

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Administrative Support to the Vice-President

Manages daily schedule of the Vice-President, including scheduling of on and off campus meetings, individual/committee meetings, etc. Prioritizes appointments/meetings and proactively resolves calendar scheduling conflicts. Assists in the preparation of planning documents, proposals, and presentations for internal and external meetings. Monitors deadlines and ensures the vice-president is prepared and aware of upcoming deadlines and meetings. Manages Vice-President's email inbox, flagging items that require the Vice-President's attention as well as archiving emails that have been dealt with. Monitors and manages mail and correspondence for the Vice-President. Works with Associate Vice-Presidents and Directors to ensure that timelines are met and that information is in the correct format for submission to the University Board of Governors and Foundation Board of Directors for their regular meetings. Responds to or directs inquiries from donors, administration and board members. Liaises with the President's Office, and offices of other Vice-Presidents and Deans to provide information and support as necessary. Composes correspondence on behalf of the Vice-President. Coordinates briefing note process in preparation for all meetings for the Vice-President, and President and Chancellor. Gathers background information for Vice-President on matters of interest to Community Engagement. Attends bi-weekly management meetings and records action items. Follows through on matters arising from meetings and acts as information source for others as necessary. Handles sensitive and confidential information with discretion and confidentiality. Coordinates registration, arranges travel plans and completes expense reports and attendance at workshops and conferences, meetings, etc.

General Office Support

Coordinates general office operations and divisional events, and provides guidance to other Community Engagement administrative staff on matters relating to the division. Manages expense approvals for the Vice-President, Associate Vice-Presidents, and Directors.

Financial Management

Processes monthly invoices. Reconciles and submits monthly P-Card and other expenses for Vice-President. Prepares quarterly online postings of expenses for Vice-President. Monitors budgets for Vice-President's office.

Other duties as assigned

Qualifications

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Education:

University Bachelor's Degree or 8 years of related experience.

Experience:

6 - 10 years of senior administrative experience.

Skills and additional requirements:

Strong administrative and decision making ability. Demonstrated ability to interact tactfully and diplomatically with diverse contacts and senior executives. Ability to organize and multitask in a fast-paced environment. Self starter with initiative and ability to work independently. Strong computer skills.

Salary:

$63,909.00 - 80,820.00 per annum

Closing Date:

September 18, 2024

A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).