Executive Assistant, Office of the Vice President Administration & Finance

Competition Number: 
92E14
Position Type: 
Staff Position
Closing Date: 
Monday, November 17, 2014
Date of Posting: 
November 7, 2014
Department: 
Office of the Vice President Administration & Finance
Position: 
Executive Assistant
Contract: 
Permanent Full Time
Hours of Work: 

37.5 hours per week 

Salary: 
Commensurate with experience and qualifications

The University of Prince Edward Island invites applications for the position of Executive Assistant.  This position is the main point of contact for the Office of the Vice President Administration and Finance and plays a key ambassadorial role in representing the office by creating a safe, positive and welcoming atmosphere while providing information through confidentiality, tact and diplomacy.

The Vice President is advised and consulted on matters of extreme urgency, sensitivity, or controversy.  This position reports directly to and is under the general supervision of the Vice President Administration and Finance, and work with a high degree of independence. The Executive Assistant position exercises strong decision-making ability and sound judgment, on matters requiring the Vice President’s attention and is expected to determine priorities, deadlines and objectives. The incumbent collaborates with other University management and staff to achieve priorities

RESPONSIBILITIES:

• Provides executive level support to the Vice-President, pro-actively gathering required background needed for efficient decision-making;
• Ensures clear, timely and effective communication with the Vice President to prioritize attention to items that will maintain and build UPEI’s professional reputation among all stakeholders;
• Develops, establishes and maintains information tracking systems, including electronic schedules, physical and electronic filing systems, budget/invoicing process and reports, expense reports, and email management;
• Represents the Vice-President, communicating both internally and externally, orally and in writing on day-to-day operational issues and specific planning activities; liaises with senior University management, officials in other post-secondary institutions, external suppliers and Board members as required;
• Schedules, maintains and prepares materials, background and logistical support documentation for internal and external appointments, meetings, travel arrangements for the Vice-President and related members as required;
• Arranges meetings, prepares agendas, minutes and related background materials, following up on action items in a timely manner, as required;
• Conducts special projects and research initiates under the office of the Vice President Administration and Finance;
• Provides courteous, accurate and timely customer service to students, staff and external clients and refers inquiries and issues to appropriate areas;
• Maintains detailed knowledge of administration and finance policies, procedures, programs and organizational structures to respond effectively to various stakeholders;
• Performs other related duties as assigned.

QUALIFICATIONS:

• Post-secondary education in Office Administration or Business Administration or equivalent, and five years of  progressive experience in a fast-paced, highly confidential office environment.
• Strong organizational and document management skills.
• Strong analytical skills, detail oriented and ability to work with limited supervision and prioritize workload to meet deadlines efficiently and effectively.
• Excellent interpersonal, oral and written English communication skills.
• Ability to demonstrate and maintain high level of diplomacy, judgment and confidentiality.
• Excellent customer service skills, including initiative, problem solving and follow through.
• Advanced level of computer skills in a wide range of software applications such as Word, Power Point, Excel, including preparation of presentations, tables, reports, statistical charts and manipulation of data.
• Good working knowledge of budget preparation and financial/administrative data processing systems.
 

Application Instructions: 

Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link posted on the UPEI Human Resources website (www.upei.ca/hr/)

You can also apply in person to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 894-2895.

In accordance with Canadian immigration requirements, all qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.  The University of Prince Edward Island is committed to gender equity in employment.

Only those applicants who are invited to an interview will be acknowledged.

Successful Candidate(s): 

K. Harrison

UPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.
Contact UPEI