Executive Administrative Assistant

Executive Administrative Assistant , Office of the President and Vice-Chancellor

Position No.

Salary

Reporting to the Executive Business Manager in the Office of the President and Vice-Chancellor, the Executive Administrative Assistant provides bilingual support to the Executive Business Manager and the President.

This role functions as a confidential executive resource within a multidisciplinary environment, managing sensitive materials and high-level administrative operations.

The incumbent is responsible for the coordination of the President's complex schedule, the management of confidential dossiers, and the administration of various departmental projects.

• Perform preliminary reviews of incoming correspondence, signaling deadlines and expediting urgent matters.
• Coordinate the President’s calendar and all related activities, maintaining a thorough overview of daily and long-term commitments.
• Organize and manage all aspects of the President’s travel requirements and related arrangements to ensure organizational efficiency.
• Provide integrated administrative support for all functions within the office's scope in collaboration with the team.
• Ensure appropriate follow-up on all office communications and administrative tasks.
• Act as an effective liaison between the Executive Team and their assistants by following the established governance structure.
• Work under very tight deadlines, in an environment with constantly changing priorities and work with highly sensitive, privileged and confidential information in an ethical and diplomatic manner.
• Assist in planning, coordinating and hosting activities and events for the Office of the President, and related offices; invitations, food services etc
• Information & Records Management
• Handle highly sensitive, privileged, and confidential material with strict adherence to ethical and diplomatic standards.
• Organize, locate, assess, and track confidential files, dossiers, and appropriate resources.
• Other Duties
• Perform other duties within the professional scope and skill level of the position, in full compliance with applicable legislation, university policies, and collective agreements.

Qualifications

• Bachelor’s degree in Communications, Business Administration or in a related field.
• Three (3) to five (5) years of experience as an assistant to a senior administrator or equivalent combination of education, training and experience.
• Excellent verbal and written communication skills.
• Demonstrated problem-solving, attention to detail, and conflict resolution skills.
• Excellent organizational and time management skills; ability to meet deadlines.
• Excellent analytical and critical thinking skills.
• Proven ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
• Proven ability to handle, secure, and analyze large research datasets in accordance with privacy and security protocols.
• Proven ability to work independently with minimal supervision, take initiative, and collaborate effectively within a team environment.
• Proven discretion and sound judgment when managing highly confidential business, financial, or personnel data.
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

Applications are being accepted to fill an active vacancy within the University.

***We are aware that some applicants are experiencing difficulty using our careers portal.

Should you complete an application through our online form and receive an error, please submit your application to careers@laurentian. ca***

The official University hours of operation shall be from 9:00 a. m. to 4:30 p. m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a. m. to 4:00 p. m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success.

Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian University is an inclusive and welcoming community committed to employment equity.

Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

Laurentian University's bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit.

Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs.

Requests for accommodation can be made at any stage during the recruitment process.

Please contact Human Resources for more information (careers@laurentian. ca).

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