Executive Assistant

University of Guelph

Forbes Ranks U of G Among Canada’s Top Employers

Office, Clerical and Technical

Ontario Secondary School Teachers’ Federation District 35- Technician/Administrative/Research/Agricultural

Executive Assistant

Computing and Communications Services (CCS)

Hiring #: 2024-0242

Please read the Application Instructions before applying

Computing and Communications Services (CCS) is the central IT department at the University of Guelph, providing core IT services and technology solutions to the U of G community. CCS has a progressive organizational culture, including a strong learning and development focus, and is committed to its Core Values: Service Culture, Integrity, Individual Leadership, Teamwork, Agility, and Communication.

Reporting to the Associate Vice-President and Chief Information Officer (AVP/CIO), the Executive Assistant position provides consistent and high-quality administrative support and is a key contact for Computing and Communications Services. Managing their time effectively, the incumbent is able to anticipate the administrative support needs of the AVP/CIO while taking the initiative to optimize the effectiveness and efficiency of administrative tasks that are their responsibility. The incumbent will provide confidential administrative support; implementing priorities established by the AVP/CIO; will be responsible for managing, coordinating and balancing schedules; will examine and evaluate incoming communication and take action as appropriate; will manage highly confidential correspondence including the drafting of correspondence for the AVP/CIO and the Manager, Communications & Cultural Engagement to review; reviewing correspondence in kind; will assist with document formatting and proof reading, electronic filing and tracking; will be involved in scheduling and planning CCS Management Team (CCSMT) members as necessary for coordination of activities; will schedule and plan CCSMT meetings, along with other IT-related committee meetings including tracking action items and setting future meeting agendas. Taking direction from the Manager, Communications & Cultural Engagement, the incumbent will meet the communications needs of the Office of the CIO. This may include communications for major initiatives that impact U of G users, as well as content creation for various print and digital media (web, social, video, etc.). This content helps inform the U of G community about CCS services and support as well as education and awareness of cyber security, etc. The incumbent will take on additional activities and responsibilities in support of the broader CCS organization as necessary and as assigned.

Requirements of this position include:

  • Completion of a two-year post-secondary education (university degree preferred) plus a minimum of two years of work experience preferably in an academic environment or an equivalent combination of education and experience. 
  • Excellent customer service skills and a positive attitude combined with a high level of diplomacy, discretion and professionalism with the ability to multitask while maintaining a high quality of work are necessary attributes. 
  • Communication experience in digital media and marketing in an academic environment is highly desirable. Understanding the different communication channels available and the benefits of each.
  • Experience managing social medial platforms for professional use. Previous experience with video content creation would be an asset.
  • Attention to detail, strong organization and time management skills and proven ability to prioritize a challenging workload and tight timelines is necessary.
  • The ability to work effectively both independently and with a team, exhibiting excellent oral and written communication skills.
  • Demonstrated understanding of University policy and procedures, and University information is advantageous.
  • Knowledge of U of G brand guide, social media guide and writing style guide would be considered an asset.
  • Experience with Microsoft 365 software is essential.

This position involves elements that must be performed on-campus as well as elements that can be conducted remotely. More information regarding the flexible work policy can be found here: 520 Flexible Work Arrangements (Non-Academic Staff) Human Resources (uoguelph.ca).

Position Number 062-013

Classification OSSTF/TARA, District 35 Salary Band 5

Salary Range $26.72 Minimum

$29.84 Normal Hiring Limit

$36.16 Job Rate

  • Tentative evaluation; subject to committee review

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 2024 05 01

Closing Date: 2024 05 15

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