Executive Assistant, Office of the Vice-President External

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Post End Date:

March 16, 2025 at 11:59 PM

This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group)

About the Role:

The Executive Assistant delivers a wide range of confidential and executive-level administrative support to the Vice-President, External (VPE) and associated portfolios, which encompass alumni relations, development and donor relations, government and community relations, international relations, and strategic events.

Key responsibilities include managing the Vice-President’s schedule and ensuring thorough preparation for all engagements. This role operates largely independently, handling a high volume of inquiries and daily administrative tasks that require prompt and accurate assessment to effectively support the Office of the VPE. Success in this position demands strong technical skills, innovative thinking, and a commitment to maintaining the Office of the VPE’s efficiency and professionalism.

The Executive Assistant will: 

• Act as the principal liaison for all internal and external contact with the Office of the Vice-President External;
• Ensure records and information management are in accordance with University policies, legislated requirements, procedures and guidelines, including helping to maintain the confidentiality of any privileged or otherwise sensitive information that may arise in the daily operations of the office;
• Ensure effective coordination of activities and flow of information to/from the various offices, exercising initiative and judgment to efficiently move business forward;
• Liaise with the Office of the President, Office of the Provost, Office of the Vice-President, Administration and Office of the Vice-President, Research regarding external relations activities to ensure awareness and appropriate coordination;
• Manage the Vice-President, External’s schedule for both on- and off-campus activities, and exercise judgement in prioritizing all meetings, events and engagement opportunities;
• Anticipate requirements and assemble the requisite preparatory material and briefings for all meetings and events with sufficient lead time;
• Meet regularly with the VPE to review needs and coordinate activities for the week;
• Provide travel related administrative support to the Vice President, including all travel and itinerary planning such as conference/workshop registrations, accommodations, mode of travel and settling of travel related expenses;
• Prepare correspondence and manage speaking engagement requests for the VPE;
• Stay abreast of developments and events at the University and advise the VPE of developments that may impact scheduling;
• Maintain tracking files and collaborate with VPE’s leadership team and other staff members to collect, analyze and assimilate information and necessary data required to assist in the development and tracking of various reports (i.e., Board, Committee Reports, etc.);
• Prepare and process cheque requisitions, travel expenses, purchase orders, purchase card reconciliations, other account reconciliations for the Office of the VPE;
• Monitor the Office of the Vice-President, External’s non-personnel expenditures to budget.

Key Skills and Experience:

• College diploma in a relevant discipline;
• Demonstrated experience in executive level administrative support position;
• Knowledge of office administration concepts, functions and various governance structures and operations within the University;
• Proven ability to read and interpret policies, procedures, relevant guidelines;
• Solid understanding of budget development, financial record keeping and reporting;
• Strong computer skills, including advanced knowledge of Microsoft Suite of products, word processing, spreadsheets, databases, web maintenance, SharePoint, and Workday;
• Ability to work effectively with confidential and sensitive information, exercising tact, diplomacy, and discretion;
• Ability to act with professional courtesy, understanding and employing appropriate protocols by phone and in person;
• Excellent communication skills, including concise and accurate writing proficiency, editing and proofreading skills, and the ability to professionally interact with all levels of contacts;
• Effective listening skills, to reduce demands on limited time and to defuse emotionally charged situations whenever possible;
• Ability to resolve problems and issues whenever possible, often necessitating investigation, judgment, and institutional memory;
• Ability to act independently and keep the VP informed on activities and business, consulting only as necessary.

Preferred or Asset Skills: 

• Undergraduate degree;
• Experience in a university environment.

Salary and Total Rewards: 

• Job Grade K, Salary Scale ($57,400-98,400);
• Target Hiring Range: $57,400-$70,000;

This is a permanent position that includes: 

• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
• Vacation: Up to 3 weeks per year, in addition to university holidays.
• Professional Development: Eligibility for the Brock Tuition Waiver Program.
• The final salary is based on experience, internal equity, and budget considerations within the target hiring range.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.

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