Website Queens University
Reporting to the Executive Director, Office of the Provost and Vice-Principal (Academic) and working closely with the Executive Assistant to the Provost, the Administrative Assistant to the Deputy Provost (‘Administrative Assistant’) is responsible for providing senior level organizational and administrative support to the Deputy Provost and backup administrative support to the Provost, to ensure that communications, interactions and administrative support are managed with the highest standard of excellence, confidentiality and professionalism. The Administrative Assistant is responsible for managing the Deputy Provost’s complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to take action without consultation as required when the Deputy Provost is unavailable. The Administrative Assistant contributes to the smooth and efficient operation of the Provost’s Office and serves as a liaison with a number of stakeholders within the university community, as well as external stakeholders requiring strong communication, meeting coordination and support, record keeping, and strong event and project coordination.
Committed to equity, diversity, inclusion, and Indigenization the Administrative Assistant functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced deadline driven environment. The Administrative Assistant is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Provost’s Office.
• Provide senior level administrative support to the Deputy Provost, by maintaining and managing the complex schedule for the Deputy Provost to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Executive Director and others within the portfolio as appropriate.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Deputy Provost’s and Provost’s Office priorities.
• Coordinate and prepare the Deputy Provost’s briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc. Create and maintain a tracking system to support the day-to-day and future priorities of the Deputy Provost, ensuring that deadlines are met in a timely manner.
• Act as the primary contact for the Deputy Provost with regard to scheduling meetings and responds to enquiries on behalf of the Deputy Provost internally and externally with limited direction.
• Provide support to the Executive Director and Executive Assistant as needed to support the effective functioning of the Provost’s Office.
• Act as the primary back-up to the Executive Assistant in managing the Provost’s calendar, daily briefing materials and in the tracking of action items.
• Coordinate standing and ad hoc committees and working groups chaired by the leadership in the Office of the Provost. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
• As directed by the Deputy Provost or Executive Director, proactively follow up on all action items related to events and meetings. Ensure that documents and correspondence are prepared and distributed in a timely manner.
• Primary contact for the Provost’s Office responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the Provost’s office are professionally received. Working closely with the Executive Assistant, respond to or direct a wide range of inquiries (email, in-person and via phone) relating to the office filtering and triaging messages and proactively informing the Executive Director, Provost or Deputy Provost of potential actions, issues, and problems, providing suggested responses when appropriate.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
• Support and promote a culture of equity, diversity, inclusion and Indigenization in the workplace.
• Undertake other duties or special projects as required in support of the portfolio.
• Three-year post-secondary education at the College or University level, combined with seven to ten years’ of experience providing senior or executive-level administrative support in a high profile area of a university, is preferred.
• Demonstrated experience in a fast-paced, dynamic work environment, effectively managing the schedule, correspondence and priorities for an executive-level position within an environment with continuously shifting priorities and deadlines.
• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Demonstrate a commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.
• Knowledge of the university structure, procedures, policies, regulations and applicable collective agreements is preferred.
• Consideration will be given to an equivalent combination of education and experience.
• Strong organization, time management and prioritization, with the ability to plan/coordinate multiple work initiatives effectively and within set timelines and prioritize the Deputy Provost’s time demands with a high degree of independence.
• Superior interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University.
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs/summaries as required.
• Excellent written and verbal communication skills.
• Strong problem solving, discretion, judgement, and tact with an understanding of the acute sensitivity to the political environment and reputation of the Office of the Provost and Vice-Principal (Academic) and Queen’s and an understanding of when to involve others in decision-making. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Service-oriented and capable of dealing with a wide variety of constituents in a professional, respectful manner. Ability to remain calm and professional in challenging, fast-paced circumstances.
• High level of attention to detail and accuracy.
• Advanced administrative skills, including the use of technology for information consolidation/distribution/reporting and data analysis.
• Ability to maintain a calm demeanor, focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions.
• Able to self-motivate and take independent initiative, with the ability to work within a team environment, and with minimal supervision.
• Frequent decisions regarding management of the Deputy Provost’s schedule, including the urgency of a request, the feasibility of delegating the request to another individual or unit, rescheduling appointments, etc.
• Sound judgment in prioritizing meetings, calls and other issues related to the Deputy Provost’s time management.
• Exercise discretion providing information over the phone, in correspondence, and in person to internal and external stakeholders.
• Manage incoming phone calls and emails to the Provost’s Office particularly those that may be sensitive or controversial. Makes decisions about the need to involve the Executive Assistant or the Executive Director.
• Determine content of letters, memos and briefing files for the Deputy Provost.
• Decide on most appropriate and efficient (and cost-efficient) arrangements for travel.
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