Executive Assistant - Office of the Vice President, Administration and Finance
$76,457 to $84,766 per annum, pro-rated to time and term
ASAP to December 10, 2025 (Term may be reduced or extended depending on performance, available funding, and departmental requirements)
Reporting directly to the Vice-President Administration and Finance (VPAF).
This Executive Assistant is the main point of contact for the Office of the Vice President Administration and Finance and plays a key role in representing the office (both internally and externally) in a professional, welcoming, safe and positive manner. All interactions with internal and external stakeholders must reflect UPEI values.
Due to the complexity of managing matters related to the VPAF portfolio and priorities, the Executive Assistant must function with an exceptional level of professionalism including but not limited to confidentiality; timeliness; accuracy and attention to detail; sound judgment; efficiency; and effectiveness.
The Executive Assistant supports the VPAF by helping to optimize their work to maximize focus on strategic institutional issues.
RESPONSIBILITIES:
- Plan and execute an efficient work schedule for the VPAF
- Appropriately prepare VPAF for and/or support VPAF following meetings and events
- Provide support to internal and/or external organizations, committees, and groups
- Coordinate travel arrangements for VPAF
- Manage office affairs including budget and resource management
- Manage VPAF records and information
- Manage communications and information sharing
- And such other duties as may from time to time be assigned
QUALIFICATIONS:
- Undergraduate degree in business or office administration, or a certificate in office administration combined with professional development
- Five years of experience in a related role demonstrating progressively complex work and decision-making
- Excellent logistical (i.e., organizational and planning) skills
- Excellent customer service skills (including initiative, problem solving and follow through); and an ability to demonstrate and maintain high level of diplomacy, judgment and confidentiality
- Strong ability to work independently and as part of a team
- Intermediate level skills in software applications including Microsoft Office (and more specifically, Word, Power Point, Excel) as well as SharePoint and Microsoft Teams
- Experience in basic data research, compilation and manipulation e.g., tables, reports, statistical charts
- Experience in basic budget preparation, monitoring and reporting
- Excellent interpersonal, oral and written English communication skills
- Preference may be given to candidates having experience in a related role at post-secondary institutions as familiarity with university structures, governance and processes is an asset
- Preference may be given to candidates having education and experience in basic project management
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 below.
If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number 902-894-2895.
UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, hrofficer@upei.ca. Applications will not be accepted via email.
Only those applicants who are invited to an interview will be acknowledged.
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