• Job Description

  Req#: req12851

  Executive Assistant to the President (St. Thomas More College)

  St. Thomas More College (STM), the Catholic liberal arts college federated with the University of Saskatchewan (Usask), is seeking a permanent Executive Assistant to the President. The Executive Assistant to the President works in a complex environment and provides confidential and high-level administrative support for the Office of the President. The Executive Assistant to the President serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. While adhering to the highest standards of professionalism, confidentiality, and collaboration, the position serves as liaison to the senior management team.

  Reporting directly to the President of the College, work is intensive because of the comprehensive responsibilities and demands in assisting the college’s Chief Executive Officer and the Administrative Committee. This position is driven by constant deadlines, frequent interruptions, continuous changes and shifting priorities. The functions of the position are mainly of a confidential nature and require that the incumbent take initiative and assertively provide support and assistance and exercise discretionary decision making. Using the incumbent’s discretion, ensures that the confidentiality of material generated at meetings of the Administrative Committee is distributed to key individuals only. The incumbent maintains confidential records adhering to legal requirements and archival policies and understands the impact of error is high as the position is solely responsible for ensuring that day-to-day work and longer-term projects are completed accurately, and information provided to others is correct. The incumbent has a clear understanding of the strategic direction of the College, the College mission, and is able to clearly articulate the distinct Catholic ethos of STM College.

  Accountabilities:

  • Ensures the smooth operation and administrative success of the Office of the President.
  • Drafts and prepares agendas and accurate, concise minutes for Administrative Committee meetings and other senior level committees as directed by the President, and ensures their timely distribution.
  • Ensures follow-up from Administrative Committee meetings of outstanding action items with individuals who are responsible for the actions discussed.
  • Researches and compiles data to assist the President in composing informative and accurate reports.
  • Develops and maintains an accurate filing system that enables easy retrieval of information.
  • Provides effective and efficient confidential administrative and clerical support to the President, and senior level committees.
  • Ensures meeting times are scheduled and coordinated with the President, Dean, Chief Financial Officer, when required.
  • Ensures the President has the appropriate and necessary documents when attending various meetings.
  • Initiates meeting requests and confirms meetings (including virtual meetings).
  • Provides advice and guidance to others within the College and outside the College; ensuring correct information and the right tone is projected.
  • Ensures accuracy and clarity of data on the website pages for the Office of the President and provides direction to the appropriate individual for amendments and updates as necessary.
  • Ensures projects are managed effectively, on time, and are aligned with the department’s overall objectives.
  • Ensures all inquiries are handled professionally and courteously, and inquiries are directed to the appropriate person.
  • Ensures that effective, collaborative working relationships are developed and maintained with faculty and staff internally and externally.
  • Develops positive relationships with internal and external stakeholders including the University of Saskatchewan, Roman Catholic Diocese of Saskatoon, and the Ukrainian Catholic Eparchy of Saskatoon.
  • Enhances public relations with important stakeholders of the College.
  • Initiates meetings and communicates with all event participants outlining their roles and responsibilities to ensure event success.
  • Provides accurate and timely responses to inquiries from various departments and units.
  • Ensures compliance and adherence to College bylaws, policies and procedures and the collective agreement within the scope of the position.
  • Ensures that confidentiality of sensitive information is appropriately safeguarded.

  Responsibilities:

  • Assists the President in carrying out the responsibilities of the office and administering policies and procedures.
  • Protects the integrity and reputation of the President’s Office in all communication to ensure the messages are aligned with the mission of the College.
  • Ensures meetings are organized appropriately for the President, and Administrative Committee, bearing in mind collective goals and objectives are met.
  • Is responsible for timely, smooth distribution and coordination of Administrative Committee agendas. This includes follow-up on associated decision items and also requires collection of decision items resulting from the Administrative Committee.
  • Provides support as needed to the Dean’s Office, and Chief Financial Officer and Director of Administration.
  • Provides the Associate Director of Human Resources with confidential support on matters relating to faculty and staff, and collective bargaining.

  • Organizes events on behalf of the President.
  • Prepares reports and communication on behalf of the President, as required.

  • Oversees the maintenance of record keeping of all senior committee meeting notes and documentation.

  • Oversees maintenance of faculty personnel files ensuring all pertinent information is up to date, including pay scale sheets received from the Associate Director of Human Resources.

  • Oversees and prepares all appointment and contract letters for faculty.
  • Provides support, schedules meetings, appointments and coordinates calendars for the President and the senior administrative team.
  • Proofreads material, composes correspondence, schedules meetings and appointments, and as requested by the President, reviews and screens incoming mail, distributes internal and external correspondence, arranges travel and accommodation, maintains filing system; updates and archives files annually, and all other secretarial duties.
  • Performs various tasks as requested by the President.

  Qualifications:

  Education: Completion of an Administrative Assistant diploma from a recognized business college. A relevant university degree would be an asset.

  Experience: Minimum of 6 years of progressively responsible experience is required. Extensive experience working with a senior administrative team and demonstrated ability to support senior level administrators is considered an asset. Experience in a university or a Catholic organization is an asset.

  Knowledge, Skills and Abilities:

  • It is important that the person holding this position has a clear understanding of and is able to clearly articulate the distinct Catholic ethos of STM College.
  • Demonstrates the ability to work in a politically sensitive environment.
  • Demonstrates integrity and ethical conduct in words and behaviours.
  • Establishes and maintains the level of professional relationships that support exceptional collaboration and problem solving that is essential for success in this position.
  • Demonstrates effective organizational and time management skills; proven ability to work on multiple projects with competing demands to meet deadlines.
  • Directly confronts problems and persists in finding solutions.
  • Demonstrates exceptional interpersonal and communication skills.
  • Demonstrates the ability to develop and maintain an effective rapport with a wide variety of individuals.
  • Demonstrates an optimistic attitude toward change.
  • Demonstrates emotional maturity and resiliency in difficult circumstances.
  • Demonstrates courage rather than avoidance to resolve difficult issues.
  • Celebrates successes and learns from mistakes.
  • Shares expertise willingly and is sought out as a resource for others.
  • Demonstrates proficient working knowledge of MS Office, Word, Excel, PowerPoint and internet search tools.
  • Demonstrates the ability to transcribe and prepare minutes effectively and efficiently for distribution.
  • Builds working relationships with various stakeholders including students, faculty and the community.
  • Proven ability to meet multiple deadlines and to manage various tasks.
  • Proven ability to prioritize work in a complex environment where competing priorities are common.
  • Proven ability to cope with stress in a fast paced, complex environment.

  Application:

  Interested candidates should email their resumé along with the names of three (3) references to the attention of the Associate Director of Human Resources at humanresources@stmcollege.ca by August 14, 2024.

  In accordance with Canadian immigration requirements, this advertisement is directed in the first instance to Canadian citizens and permanent residents. St. Thomas More College (STM) is committed to diversity within its faculty and staff complement. Underrepresented groups include those identified in the federal Employment Equity Act - women, visible minorities, Indigenous peoples, and persons with disabilities - including, but not limited to LGBTQI2+ people, and members of other designated groups are encouraged to self-identify on their application. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. Additional information about STM and the University of Saskatchewan is available at https://stmcollege.ca/. Only those invited for an interview will be contacted.

  Department: Company PMT
  Status: Permanent
  Full Time Equivalent (FTE): 1.0
  Salary: The salary range, based on 1.0 FTE, is $62,424.00 - 93,636.00 per term. The starting salary will be commensurate with education and experience.
  Posted Date: 8/1/2024
  Closing Date: 1 Week. 8/14/2024
  Number of Openings: 1

  #LI-DNI

  The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

• About the company

  The University of Saskatchewan is a Canadian public research university, founded on March 19, 1907, and located on the east side of the South Saskatchewan River in Saskatoon, Saskatchewan, Canada.

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