Senior Executive Assistant

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Provides administrative support to the Dean to ensure smooth office operations and support the implementation of projects and activities. Performs all duties autonomously and proactively. Will be required to organize meetings coordinate correspondence and communications manage schedules arrange travel prepare documents and reports coordinate administrative processes coordinates events and assigned projects.

In this role your responsibilities will include:

Customer Service: Greets informs and redirects people both internal and external to uOttawa. Receives and screens correspondence and phone calls intended for the Dean determines their relevance and urgency to ensure follow-up and informs or involves senior staff as necessary.

Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the Dean. Creates and maintains templates for outbound official communication from offices of senior management in compliance with uOttawas regulations and with a view to protect the facultys image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions made. Prepares presentations brochures publications and other related documents from handwritten notes to support the Dean. Prepares requests for approval by the Board of Governors Senate AC and other committees and sub-committees.

Schedule and Meeting Management: Manages the Deans calendars and schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and sub-committees chaired by the Dean. Maintains updated lists of members and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files and follows up on decisions made.

Strategic Projects/Initiatives: Supports the Dean in planning and implementing priority strategic and highly confidential projects. Leads the planning and implementation of high-level administrative activities and special projects for matters under the responsibility of the Dean such as conducting comprehensive analyses drafting official documents memorandum and reports and preparing presentations.

Travel Arrangements: Coordinates travel arrangements for the Dean. Researches suppliers to obtain estimates and makes the necessary reservations in compliance with uOttawa regulations. Assembles the necessary documentation follows up and collaborates with other uOttawa sectors to finalize payment of invoices and reimbursement of travel expenses.

File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.

Report Production: Performs analysis and research and compiles data statistics and other information to produce reports that support discussions decision making special projects and management activities.

Documentation: Drafts and updates documents for internal use on procedures processes and systems related to the incumbents responsibilities.

Note: Work involves normal office hours with occasional overtime during peak periods or special events.

What you will bring:

• Postsecondary education in administration office technology or an equivalent combination of education and work experience
• Minimum five years demonstrated experience in a similar role
• Experience in bilingual administrative writing with very good grammar skills
• Very good knowledge of computer software
• Strong organizational skills autonomy and judgment
• Strong communication skills
• Bilingualism

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect teamwork and inclusion where collaboration innovation and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply we welcome applications from qualified Indigenous persons racialized persons persons with disabilities women and LGBTQIA2S persons. The University is committed to creating and maintaining an accessible barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 Covid-19 Vaccination. This policy was suspended effective May 1 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.