Executive Assistant, Executive Offices (three positions)

Department: 
Executive Offices
Reference number: 
17-036-A0019, 17-034-P0059, 17-035-A0022
Closing date: 
Wednesday, April 5, 2017 - 17:00
Employment status: 
Ongoing
Full or part time: 
Full-time
Competition status: 
Interviewing
Job description: 

This recruitment is to replace three (3) positions within the Executive Offices.

Executive Assistant, President’s Office

Executive Assistant, Office of the VP & CFO

Executive Assistant, Office of the VP, Global, Marketing and Business Development

The Executive Team at Royal Roads University is comprised of the University President and four Vice Presidents each with their own dedicated administrative support. The executive administrative support provided to the Executive Team endeavours to strengthen the natural synergies between the five offices wherever possible by leveraging a team approach as well as maximizing individual strengths of the Executive Assistants (EA).

The EA positions provide the full range of senior administrative support services to the respective VP or President.  Each EA is accountable for the effective operation of the VP or President’s office, providing a well-organized, efficient and professional front line image with internal and external clients and a variety of other stakeholders.  The EA facilitates communication between the VP or President’s office and its clients, ensuring needs are met and information and goals and decisions are clearly communicated.  The EA conducts research and analysis, and develops briefing and presentation materials to support management decisions and communications.  Finally, the EA is expected to provide direct support to the portfolios within the VP or President as required.

Qualifications: 

Executive Assistant, President’s Office – 17-036-A0019

The Executive Assistant is responsible for the day-to-day administration of the President’s office including supporting the operations of the President’s entire portfolio.  The EA acts in confidence on behalf of the President to handle matters of an academic or organizationally confidential nature.   Furthermore, the EA manages external relationships, demonstrating strong planning and organizational skills.

Unique Qualifications/Competencies

  • Effective decision making and delegation skills
  • Demonstrated problem solving skills; creative, energetic and flexible approach to projects and work
  • Experience with monitoring social media, updating website information and maintaining databases

Executive Assistant, Vice-President & Chief Financial Officer – 17-034-P0059

The Executive Assistant is responsible for the day-to-day administration of the VP&CFO’s office including supporting the operations of the VP&CFO’s entire portfolio.  This role will appeal to a candidate with financial literacy that enjoys working with financial data and analytics. The position requires the individual to be detailed oriented; demonstrate strong planning and organizational skills with the proven ability for problem solving. 

Unique Qualifications/Competencies

  • Strong administrative skills, including budget and contract management, development and management of office administrative systems and procedures, records management and correspondence tracking
  • Demonstrated research and analytical abilities.  Experience gathering management information and developing recommendations for senior management
  • Advanced understanding of public-sector governance structures and experience with Board committee meeting logistics and production of regular meeting packages
  • Basic accounting skills, financial literacy and experience an asset

Executive Assistant, Vice-President, Global, Marketing & Business Development - 17-035-A0022

The Executive Assistant is responsible for the day-to-day administration of the VP, GMBD’s office including supporting the operations of the VP, GMBD’s entire portfolio.  This role will appeal to a candidate who has demonstrated business acumen and who understands business development both domestic and international.

Unique Qualifications/Competencies

  • Highly developed and sophisticated ability to gather and synthesize information in a comprehensive fashion, preparing concise and clear communications in a variety of written formats
  • Experienced in interpretation and application of policy and ability to develop corresponding business processes and guidelines
  • Ability to think strategically, assessing priorities from a perspective above the day-to-day operations in order to support the VP’s role and portfolio vis-à-vis the university’s corporate goals and initiatives
  • Basic accounting skills, financial literacy and experience

General Qualifications/Competencies (education, skills and abilities):

  • Undergraduate degree or in a related field plus five years’ proven experience as a senior level administrative support and/or equivalent combination of education and experience
    Experienced in exercising a high level of integrity and discretion in interacting with senior level management, professionals, and a diverse community of stakeholders
  • Ability to maintain strict confidentiality in carrying out job responsibilities in support of the goals and objectives of the VP or President’s office
  • Exceptional organizational abilities, including priority setting, time management and project management skills
  • Developed communication and interpersonal skills, both written and verbal.  Able to liaise with internal and external clients at all levels, manage issues of a sensitive nature and resolve conflicts in a professional manner.  Able to produce briefing notes and other reports and presentation materials
  • Demonstrated attention to detail
  • Demonstrated ability to work well under pressure in a highly diverse environment with time and resource constraints.  Exceptional ability to manage multiple tasks simultaneously and ability to maintain priorities with constantly changing timelines
  • Demonstrated ability to work both independently and on a team, with a proactive service-oriented approach when liaising with clients and anticipating issues or operational needs, including the appropriate follow up to ensure goals and objectives are met
  • Advanced proficiency in the use of MS Office applications, including Word, Excel, PowerPoint, and Outlook.  Some experience with financial management systems (Agresso preferred)
  • Ability to accommodate a flexible work schedule as required
Application submission information: 

These three (3) recruitments are for regular, full-time positions working 37.5 hours per week. The positions have been evaluated at Grade 4 and the recruitment range starts at $55,563 per annum.  The university is also pleased to offer a comprehensive benefits package.

To apply please forward your cover letter and curriculum vitae (preferably in electronic format) to: rru-career-opportunities@royalroads.ca with special reference to which of the positions you wish to be considered for.  Please use a subject line of one of the following: 

17-034-P0059 – Last name, First name  (for the EA, VP & CFO)

17-035-A0022 – Last name, First name  (for the EA, VP, GMBD)

17-036-A0019 – Last name, First name  (for the EA, President’s Office)

**If you are interested in applying for more than one of the above positions, please make note of this in the body of your email.

Or mail to:

Human Resources - Career Opportunities
Royal Roads University
2005 Sooke Road
Victoria, B.C.   V9B 5Y2
Fax:  (250) 391-2570 Tel:  (250) 391-2511

The competition began on March 22, 2017 and will close on April 5, 2017; however, the competitions will remain open until successful candidates have been found.

While Royal Roads University values all applications we receive, only those candidates short-listed for further consideration will be contacted. RRU is an equal opportunity employer, committed to the principle of equity in employment. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority consideration.

If you are sending your application via e-mail, please ensure that your electronic file is saved in MS Word or Adobe pdf. format.