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Executive Assistant

Date: August, 2011           GRADE:   USG 8
Reports to (Job Title): Executive Director
Jobs Reporting (Job Titles): Administrative Assistant
Location: Waterloo, Campus

Primary Purpose

The Executive Assistant provides logistical and administrative support to the Executive Director (ED) and at times acts as the ED’s agent in specific matters, ensuring administrative tasks are completed with minimal involvement of the ED and enabling the ED to focus attention on strategic and management issues. This position involves extensive liaison with senior University administrators, and senior executives and their offices in government, business and industry. 

Key Accountabilities:

1.Ensure the effective functioning of the ED through activities such as calendaring, meeting management, document creation, travel arrangements and inbox management.

Schedule and prepare for ED meetings and take meeting minutes

Write emails, reports and correspondence on behalf of ED

Lead, contribute to or track specific projects as required;

Manage CECA employee administration including maintenance of confidential employee information; payroll, orientation and exit interviews for co-op students
Administer budget and expense allocation across CECA units; monitor expenses to budget, identify and investigate anomalies, and report regularly to ED and the ED’s direct reports

 

2.Ensure effective administrative support is provided across the CECA department

Manage Administrative Assistant Level workload for all three administrative roles (self and Administrative Assistants to Co-op and Center for Career Action) and provide back up when required.

 

3.Manage facilities planning and other office management functions

 

4.Create and summarize department surveys

Position Requirements

Education:

Community college diploma

Experience:

Minimum 5 years experience in administrative roles with increasing levels of responsibility

Success with supervising or managing people

Demonstrated high level of organization and ability to manage high volumes of activity and change

Demonstrated ability to maintain confidentiality and support the management team

Excellent written and verbal communications. skilled in plain language writing

Technical:

MS Word Excel PowerPoint Other
Advanced: Regular reports could be enhanced and time spent to produce them reduced by taking advantage of Word features.

Average: Charts and graphs are required in many reports; sophisticated analysis isn't required, but ability to present data clearly and attractively is.

 

Advanced: Support on presentations by the ED and others (including the department business meeting 3x/year) can be most effective with advanced ppt skills. MS Project: Average ability to track or manage simple projects 

Nature and Scope

Interpersonal Skills:

The Executive Assistant requires the ability to remain calm and organized during busy, changing or challenging times, and is a clear and positive verbal communicator. The Executive Assistant requires strong supervisory skills, including the ability to manage workloads across several resources. The Executive Assistant pays close attention to detail (e.g. as it relates to scheduling, travel arrangements, report content, etc) and takes a continuous improvement approach to own and ED's personal organization strategies.

 

This role requires direct supervision of others. The Executive Assistant has specialized work with minimal supervision, has one direct report, and provides guidance to other CECA Administrative Assistants, as well as providing technical support and assistance as needed (e.g. assisting co-workers with MS Office tools, BlackBerry, conference calling, webinars, etc.).

 

Problem Solving
The Executive Assistant resolves scheduling conflicts and applies judgment to determine priority meetings and relationships, resolves staffing concerns, gathers information and compiles/writes reports (e.g. employment statistics, staff surveys, summaries of employer hiring, etc.) to tight deadlines, and resolves conflicting priorities for work leveling.


Financial Accountability
The Executive Assistant monitors expenses against budget, identifies and investigates anomalies, and reports regularly to the ED and the ED’s direct reports. The Executive Assistant has signing authority for a purchase card up to a pre-set budget amount, and is responsible for ordering general desktop equipment within pre-set budget parameters. The Executive Assistant also will have managers' personal credit card information to make travel arrangements.

 

Internal and External Contacts
Internal
The Executive Assistant interacts with CECA co-workers, including other CECA managers (to organize meetings, collect and check information), and in a supervisory capacity to other administrative assistants (to obtain action, motivate, and discuss information). The Executive Assistant interacts for the purpose of receiving instruction, scheduling or information gathering or sharing with the Associate Provost, Resources (to whom ED reports), Deans and other senior administrators. The Executive Assistant obtains, clarifies and discusses information with students with complaints or questions, or the Federation of Students Executives. The Executive Assistant interacts with HR staff for information on process, submitting information on department staffing and salaries. The Executive Assistant also exchanges information with Plant Operations regarding building issues, and with the UW Safety Office and Police regarding building safety issues.

 

External
The Executive Assistant obtains, clarifies and discusses information with employers, consultants, government agencies, local business contacts (e.g. for scheduling meetings, making travel arrangements).

Level of Responsibility:

The Executive Assistant resolves scheduling conflicts and applies judgment to determine priority meetings and relationships, resolves staffing concerns, gathers information and compiles/writes reports (e.g. employment statistics, staff surveys, summaries of employer hiring, etc.) to tight deadlines, and resolves conflicting priorities for work leveling.  

Financial Accountability

The Executive Assistant monitors expenses against budget, identifies and investigates anomalies, and reports regularly to the ED and the ED’s direct reports.  The Executive Assistant has signing authority for a purchase card up to a pre-set budget amount, and is responsible for ordering general desktop equipment within pre-set budget parameters. The Executive Assistant also will have managers' personal credit card information to make travel arrangements.

           

Internal and External Contacts

Internal

The Executive Assistant interacts with CECA co-workers, including other CECA managers (to organize meetings, collect and check information), and in a supervisory capacity to other administrative assistants (to obtain action, motivate, and discuss information).  The Executive Assistant interacts for the purpose of receiving instruction, scheduling or information gathering or sharing with the Associate Provost, Resources (to whom ED reports), Deans and other senior administrators.  The Executive Assistant obtains, clarifies and discusses information with students with complaints or questions, or the Federation of Students Executives.  The Executive Assistant interacts with HR staff for information on process, submitting information on department staffing and salaries.  The Executive Assistant also exchanges information with Plant Operations regarding building issues, and with the UW Safety Office and Police regarding building safety issues.

External

The Executive Assistant obtains, clarifies and discusses information with employers, consultants, government agencies, business contacts (e.g. for scheduling meetings, making travel arrangements).

Decision-Making Authority:

The Executive Assistant makes decisions regarding travel or event itineraries and costs, resourcing and priorities for other CECA admin assistants, question to include in staff surveys; responses to requests for information, and prioritizing conflicting requests for meetings.

Physical and Sensory Demands:

This role requires exertion of physical or sensory effort resulting in slight fatigue, strain or risk of injury.

Working Environment:

This role involves minimal physical or psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions. These may include lack of control over work pace due to work processes, irregular and/or high volumes beyond one's control, multiple and/or tight deadlines beyond one's control and constant interruptions (e.g. phone calls, e-mails, unplanned but urgent support requests, varying student volumes at different times of year, or emergencies involving students on international work terms).