Lead Executive Assistant, Office Vice-Provost, Academic Affairs

Lead Executive Assistant, Office of the Vice-Provost, Academic Affairs

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Position Purpose Provides administrative support to senior management to ensure smooth office operations. Coordinates the planning and implementation of the senior management office’s activities and projects in order to support the attainment of the office’s strategic objectives while maintaining the highest standard of quality. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel and prepare documents and reports.

• Customer Service:
  Greets, informs and redirects internal and external clients. Receives and screens correspondence and phone calls intended for senior management, determines their relevance and urgency to ensure follow‑up, and informs or involves senior staff as necessary.
• Administrative Writing:
  Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of senior management. Creates and maintains templates for outbound official communication from offices of senior management, in compliance with uOttawa’s regulations and with a view to protecting the service’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions.
  
  Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chief executive. Prepares requests for approval by the Board of Governors, Senate, AC and other committees and subcommittees.
• Operations Coordination:
  Coordinates the planning and implementation of the senior management office’s operational activities. Ensures that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office’s strategic objectives, orientations and priorities in order to provide senior management with a standardized and high‑quality support service.
• Schedule and Meeting Management:
  Manages senior management schedules, schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and subcommittees chaired by senior managers. Maintains updated lists of members, and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.
• Travel Arrangements:
  Coordinates travel arrangements for senior management. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa faculties/services to finalize the payment of invoices and the reimbursement of travel expenses.
• Strategic Projects/Initiatives:
  Supports senior management in planning and implementing priority, strategic and highly confidential projects. Leads the planning and implementation of high‑level administrative activities and special projects for matters under the responsibility of senior management, such as conducting comprehensive analyses, drafting official documents, memorandum and reports, and preparing presentations.
• Communication:
  Develops, implements and maintains effective communication strategies with all faculties/services under the responsibility of the senior management office in order to ensure proper coordination of activities and events. Acts as a resource person for communications with external clients on behalf of the senior management office.
• File Management:
  Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow‑up.
• Reporting:
  Performs analysis and research, and compiles data, statistics and other information to produce reports to support discussions, decision making, special projects and management…