Executive assistant - Jobs in Sackville, NB

Job Description

Position descriptionReporting to the academic deans (three positions) and director of the Office of Research Service (two positions) and working in conjunction with the deans’ secretary, the executive assistant provides administrative support to the Deans' Office and the Research Service Office.This position collaborates closely with the dean’s secretary to ensure smooth departmental operations. Duties include research, correspondence, data management, and report preparation, as well as support for event and program co-ordination.ResponsibilitiesMonitor and flag timelines/reporting requirements, co-ordinate activities, and provide administrative support related to ensuring the efficient and effective operation of the Deans' and Research Service OfficesIdentify improvement opportunities to increase quality and efficiency of departmental operations and processesCo-ordinate, sometimes in a leadership position, or via membership on event planning committees, meetings and events on campus, and visits to campusConduct basic research, summarize findings, maintain and collate dataPrepare initial drafts of correspondence, reports, and meeting materials as assignedAttend, take minutes, and oversee preparation of minutes of meetings as requiredDevelop content and update webpages and social media related to the Deans' and Research Service OfficesMonitor budgets related to the Deans' and Research Service Offices as requiredMaintain confidentiality by exercising discretion in handling administrative records, files, and similar confidential items, and when communicating information to faculty, staff, students, and other contactsLiaise with other administrative staff and contacts in the Registrar’s Office and Human ResourcesProvide support to deans for outreach with alumni and external stakeholdersPerform other duties as assignedQualifications/skillsUniversity degreeFormal education in office management, or equivalentAt least five years of related work experienceDemonstrated professionalism and interpersonal skills grounded in tact, diplomacy, and customer serviceExcellent written and oral communication skillsBasic research, analytical thinking, and problem-solving skillsExcellent organizational and project management skillsFamiliarity with data management principles and report writingInitiative and attention to detailExperience dealing with confidential materials, including in sensitive and controversial mattersAbility to work both independently and with othersStrong proficiency in Office 365, Colleague/ConnectExperience with event management, web content editing software, and social media is an assetAbility to learn new softwareAbility to work flexible hours occasionally in the evening or on weekends as requiredClean criminal record check maintained over timeExperience working in an academic office environment will be an assetExperience working in a unionized environment will be an assetAbility to communicate in French or other languages an assetApplications will be received by the Human Resources department on or before July 22, 2021 or until the position is filled. Please forward resumes to hr@mta.ca