Executive Assistant | |
| Job ID | 05-D8-58-06-7D-C5 |
| Company | Queen's University |
| Location | Kingston |
| Province | Ontario |
| Date Posted | 2025-03-28 |
| Posted Until | 2025-09-24 |
| Job Type | Full-time |
| Job Category | Office |
| Description | |
| Job Summary The Executive Assistant to the University Registrar (UR) and Executive Director, Undergraduate Admissions & Recruitment (ED-UAR) provides comprehensive administrative and executive-level support to ensure the seamless operation of both the Office of the University Registrar (OUR) and Undergraduate Admissions & Recruitment (UAR). This role encompasses managing complex schedules, coordinating communications, and handling highly confidential and sensitive matters related to finance, human resources, Senate, and Board of Trustees materials. The Executive Assistant oversees timekeeping and budget tracking, particularly salary-related expenditures, and supports department-wide projects, research, and operational initiatives. Key responsibilities include drafting and managing correspondence, preparing meeting materials, and representing the offices on committees, including building and security matters. The role also involves administrative duties such as ordering supplies, booking travel, and coordinating facility needs. Additionally, the Executive Assistant provides guidance to student workers, supports recruitment and onboarding processes, and fosters a welcoming and inclusive office environment. The position requires exceptional organizational, communication, and problem-solving skills and the ability to maintain discretion and manage competing priorities effectively. The schedule for this position requires the incumbent to work flexible hours and occasionally early mornings and evenings as needed. KEY RESPONSIBILITIES: Executive-Level Support; Administrative Operations; Timekeeping & Budget Management; Leadership and Collaboration; Human Resources Support; Other Responsibilities. REQUIRED QUALIFICATIONS: - Bachelor's degree and significant experience in a senior administrative role, preferably in a higher education setting. - Proven ability to manage complex schedules and administrative tasks with a high degree of autonomy. - Strong understanding of timekeeping systems and payroll processes; prior experience with time management software is an asset. - Advanced proficiency with office software (Microsoft Office Suite) and familiarity with other platforms such as PeopleSoft and SalesForce. - Consideration will be given to a combination of education and experience. | |
| Start Date | as soon as possible |
| Salary | $65,044 - $79,313 |
| Essential Skills | SPECIAL SKILLS: - Exceptional organizational and time-management skills with the ability to handle multiple priorities. - Strong written and verbal communication abilities, with a high level of professionalism and discretion. - Demonstrated ability to work effectively in a diverse, fast-paced environment. - Superior problem-solving and decision-making skills with attention to detail. Knowledge of university organizational structure, policies, procedures, regulations an asset. - Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner. - High level of attention to detail and accuracy with strong analytical, interpretive and problem-solving skills. DECISION MAKING: - Manage the complex and dynamic schedules of the UR and ED-UAR, making daily decisions on prioritization, rescheduling, and resolving conflicts with professionalism and diplomacy. - Assess and triage all incoming communications (email, phone calls, mail) for the UR and ED-UAR based on priority and sensitivity, determining appropriate responses or referrals to maintain efficiency and effectiveness. - Prepare and coordinate correspondence, briefing notes, reports, and presentations, determining the best approach and ensuring alignment with deadlines and strategic priorities. - Collaborate with the office team to ensure accurate documentation, timely information distribution, and effective coordination of activities across the department. - Evaluate the nature of inquiries and problems, determining when to address them independently or escalate for resolution, ensuring a sensitive and professional response. - Make effective recommendations for operational improvements and staffing needs. - Exercise judgment in timekeeping issues and escalate complex matters when necessary. |
| Languages | English |
| How To Apply | Click Apply Now! |
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