DEPARTMENT: Office of the President
SUPERVISOR: Chief of Staff or any other supervisor designated by the President
JOB DESCRIPTION:
The Assistant to the Office of the President, is an essential member of the Office of the President’s team, that collaborates to further the work within the Office of the President and between the Office and the rest of the University. The Assistant has primary responsibility for executing front-of-office operations and special projects as and when assigned. All tasks must be conducted under the supervision of the Chief of Staff and with her prior agreement.
Assist the President and the Chief of Staff in managing a schedule; in planning major meetings, tri-annual Board meetings and Leadership Team retreats; and in communication and stewardship efforts with internal and external constituents.
Working at the highest levels of professionalism, discretion and diplomacy, the Assistant will understand and manage all operational aspects of the Office of the President. Develop and ensure compliance of filing system and systematic record keeping and archiving. Ensure safe keeping of confidential materials. All resource, production and archive in such a manner that it can always accessible to the Office of the President’s team.
Responsible for all aspects of the President’s domestic and international meeting and trip planning, including but not limited to air, accommodations, meeting schedules; will also create agendas, itineraries, and secure/prepare background information on meeting attendee, as appropriate. Will monitor and assist in maintaining trip/call reports on a timely basis as well as ensuring timely meeting follow up.
Will assist in planning, coordinating and directing elements for meetings, Boards and retreats including developing meeting schedule, budget, site selection, meals & entertainment, meeting rooms, supplies and equipment, special events, etc.
Coordinate communications from the President to the campus and other constituents as necessary. Compose and edit correspondence, including but not limited to gift and other acknowledgements, letters, proposals, and follow-up correspondence for various constituents.
Assist with the composition of presentations, speeches and talking points when necessary. Create and/or coordinate the production of various presentation and meeting materials for the President (e.g., PowerPoint presentations, handouts for conference presentations/panels and informational packets for constituent meetings).
Assist the Chief of Staff in her Board of Trustees’ responsibilities and missions.
The post holder may additionally be involved in transversal projects the University or Department wish to explore. Other appropriate duties may also be assigned as requested by the Supervisor and according to the needs of the Department.
Appointment Type: CDI
FTE %: 100% in person
This is not a remote/hybrid work position
Work Schedule: Monday through Friday with occasional nights and weekends to assist at meetings/events.
Education/Skills Requirements:
• Bachelor’s Degree is strongly preferred
• Three years’ experience as an Assistant with a high level of diplomacy, discretion and confidentiality
• Applicants must be able to work collaboratively as a member of a team and possess exceptional interpersonal, oral and written communication skills
• Strong attention to details
• The ability to multi-task and prioritize in a fast-paced environment, under deadlines
• A demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment is required
• The Assistant must also recognize, be sensitive to, and accept the importance of confidentiality
• Understanding of and appreciation for the University’s Mission, Vision and Core Values
• Fluent in English (being a native speaker preferred), B2 level in French
Benefits Summary:
Salary will be commensurate with experience. Benefits include a comprehensive health and wellness plan, with spouse, and dependent children.
Employment is contingent upon successful completion and clearance of a background check and employment verification.
Applicant Documents:
Resume
Cover Letter
