Executive Assistant to the President

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

Fulltime Continuing Fredericton Campus OnCampus

UNB is committed to ensuring employees can maintain a healthy worklife 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: $58098 $79182 per annum

YOUR FOCUS

Reporting to the Chief of Staff the Executive Assistant is responsible for the oversight management and preparation of the Presidents schedule including meetings and travel. This position provides strategic advice and background to the President on scheduling issues and prioritizes the Presidents 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 fastpaced environment with constant changes high volume of work and everevolving priorities.

Position summary:

• Manage the Presidents 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 Presidents 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 Presidents input are brought to their attention.
• Oversee the Presidents national and international travel arrangements including the coordination of Visa applications and trip binders. Participate in the planning process of the Presidents national and international travel strategy.
• Prepare Presidents expense claims.
• Prepare agendas for senior administrators oneonone 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 Presidents 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 Presidents requests are completed in a timely manner by tracking progress.
• Work as part of a team within the Office of the President to provide backup/support to other team members during absences or peak periods.
• Act as a backup 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.
• 1015 years related experience in senior executive office environment or an equivalent combination of training and experience.

Additional Strengths:

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