Executive Assistant

Employment Opportunity - Executive Assistant, Faculty Association of the University of St. Thomas (FAUST)

Nature of Position:

Reporting to the President, the Executive Assistant provides essential administrative and clerical support by ensuring that the informational, organizational, and communication needs of the President and the FAUST Executive are met in a timely manner through the effective prioritization of activities and workflow. The position interacts regularly with members of the FAUST Executive, the Professional Officer, and full- and part-time faculty members. Occasional interaction with other unions and organizations locally, regionally, and nationally is also expected.

Key Responsibilities:

The Executive Assistant functions independently at times and is expected to exercise good judgment on issues, questions, and problems that arise. The incumbent must have the ability to follow through independently so that tasks and processes are completed competently within the prescribed timeline. The Executive Assistant:

· Routinely has access to information of a confidential and sensitive nature and must be able to recognize the sensitivity of issues and maintain strict confidentiality.

· Manages the schedule of appointments and meetings for the President, and resolves scheduling conflicts on a routine basis by identifying high priority requests. The incumbent manages telephone, mail, email, and in-person inquiries on the President's behalf, and coordinates arrangements for meetings, travel, and conferences, as well as a variety of office tasks.

· Frequently drafts correspondence, and assists the Professional Officer with the preparation and drafting of reports.

· Has access to and possesses information relating to employer/employee relations, bargaining, employee, and member grievances, etc. The incumbent must be willing to familiarize themselves with the full- and part-time collective agreements, university policies, and the organizational structure of the University.

· Assists the President or their delegates, including the FAUST Executive and the Professional Officer, by gathering required information for the preparation of reports to various committees and is frequently called upon to proofread reports, letters, and other printed material. Proper grammar, spelling, punctuation, and vocabulary are essential in this regard.

· Receives and efficiently files academic contracts, paperwork related to grievance and arbitration, research and paperwork related to collective bargaining, and so on. Superior organizational and filing skills are paramount.

· Serves as the initial point of contact for members and at times university administrators. Must be able to comport themselves professionally in all FAUST communications, mindful of confidentiality requirements at all times.

· Maintains an active list of priorities for the President and the Executive, monitors deadlines, and organizes calendars at the daily, weekly, monthly, and yearly level.

· Organizes the logistics for special projects, social events, and the like as they arise throughout the year.

· Maintains filing systems and databases. Enters, files, and retrieves computer data to compile statistics and other information as requested by the President, Executive, and their delegates. Familiarity with standard office software is required.

· Prepares letters and spread sheets for distribution to the President, Executive, and the membership.

· Performs other related duties as required.

Requirements:

· Post-secondary diploma in Office Administration, Community College degree, or recognized Business School degree is required. Two or more years experience in a professional, automated office environment will be considered an asset.

· Ability to function independently and to exercise good judgment.

· Ability to recognize the sensitivity of issues and maintain strict confidentiality.

· Ability to organize and complete work assignments in a timely manner.

· Excellent communication and interpersonal skills.

· Bookkeeping skills and Website management skills-or a willingness to learn these skills-are a strong asset

Working Conditions:

· Intermittent requirement to work under pressure to meet deadlines.

· Awareness of a variety of activities which are proceeding simultaneously.

Term: Permanent

Hours of work: Full-Time (35 hours per week); Monday to Friday; 9:00a.m. - 5:00 p.m.

Salary Range: $40,000 - $44,000

Closing date for applications is June 12th, 4:00pm. Please provide a cover letter and resume/c.v. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. All applications are to be received by 4:30 p.m. on the closing date. Please email your cover letter and resume to the FAUST President at [email protected].

FAUST is committed to employment equity for women, Indigenous peoples, members of visible minority groups, and personswith disabilities. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.

FAUST normally conducts its work on the unceded, traditional territory of the Wolastoqiyik, W?last?kewiyik / Maliseet whoseancestors along with the Mi'Kmaq / Mi'kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s