Assistant to the VP

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Place Abstract/Description:

The incumbent is accountable for offering a excessive stage of organizational, planning, communication, administrative, and private help to the Vice-Principal, Analysis and Innovation (VPRI). S/he makes important contributions to the sleek and environment friendly operation of the workplace in help of its priorities and mission. Due to the complexity of managing the VPRI’s time and priorities (usually 40 to 60 appointments per week), the incumbent should operate with an distinctive stage of accuracy, strategic judgment, independence, effectivity, tact, and discretion. This place has a major total influence on the effectiveness of the workplace and the optimum use of the VPRI’s time.

Predominant Obligations
Direct backup: 5600022728 Administrative Assistant

• Holding main accountability for planning, sustaining, and managing the Vice-Principal’s calendar and contacts to optimize using time.
• Managing the day-to-day workflow and priorities of two R+I Administrative Assistants, who present help to the VP in addition to the Deputy VPRI and three Affiliate Vice-Principals.
• Working in shut collaboration with the Director, Communications and Operations (Director), analyzing, planning, creating, and implementing administrative processes and insurance policies for the unit in addition to preserve administrative requirements, practices, and programs.
• Anticipating and delivering help (e.g., schedule, briefings, logistical preparations, journey, and private, and so on.) to permit the VPRI to function on the highest means and to maximise her means to advance McGill’s Analysis and Innovation portfolio.
• Main a weekly evaluate of the VPRI’s calendar, in collaboration with the Director, with the targets of making certain all invites are addressed, needed supplies are ready sufficiently prematurely, and conflicts are resolved. 
• Establishing clear priorities concerning requests from the VPRI or requests for the VPRI’s time.
• Performing the primary evaluate of requests and referring some inquiries to different workplaces for immediate consideration and response whereas additionally making certain follow-up as needed.
• Growing and implementing procedures, controls and file retaining programs for the VPRI concerning contacts, board memberships, and the signing of paperwork, amongst others.
• Growing and getting ready correspondence, in each English and French, on behalf of the VPRI.
• Proactively making certain that the VPRI has correct and complete briefing recordsdata for every day conferences and occasions, together with background notes, talking factors, schedules of occasions, and biographical supplies.
• Overseeing the reserving of all journey and lodging to nationwide and worldwide locations in reference to College enterprise and conferences.
• Guaranteeing all of the VPRI’s expense reimbursements are processed by the Monetary Administrator as quickly as attainable following when the bills are incurred.
• Growing programs and processes as applicable to handle the movement of data that the VPRI receives and making certain that any gadgets requiring instant consideration are addressed by the VPRI in a well timed vogue.
• Delegating duties to the Administrative Assistants (e.g. printing paperwork, formatting letters, and so on.) throughout high-volume durations.
• Overseeing the group of huge conferences and particular occasions – together with logistics, invites, catering, and all needed gear and materials – with the VPRI in a number one position.
• Figuring out and assigning people to take minutes and carry out different administrative capabilities as needed at conferences chaired by the VPRI.
• As directed by the VPRI or Director, following up on motion gadgets associated to occasions, conferences, and journey, making certain that paperwork and correspondence are ready in a well timed vogue.
• With the Director, serving as the first factors of contact for troubleshooting as sudden or pressing conditions come up.
• Liaising with the workplaces of the Principal and different Senior Directors on the College in addition to the workplaces of executives at exterior organizations.
• Sustaining a primary understanding of all points, recordsdata, and processes below the purview of the VPRI, AVPs, and the R+I Management group, thereby serving to to make sure the sleek and environment friendly workflow for the workplace.
• Enterprise particular tasks as required.

Different Qualifying Expertise and/or Talents

Undergraduate diploma or equal, plus a number of years of associated expertise in a high-profile, demanding workplace atmosphere. Expertise as an assistant for a senior government in a posh group is taken into account an asset. A peaceful {and professional} demeanor. Capability to work together professionally and successfully with senior officers and all the various constituencies of the College neighborhood, in addition to with exterior contacts. Absolute discretion and confidentiality. Sturdy communication expertise, each verbal and written, and the flexibility to reply sensitively and with common sense throughout troublesome or controversial conditions. The power to speak successfully in English and in French (spoken and written). Demonstrated organizational expertise in addition to a superb means to prioritize duties in a high-volume workplace. Sturdy computing expertise, together with Microsoft Workplace, with superior data of Phrase, Excel and PowerPoint. Information of universities and the McGill atmosphere particularly is taken into account an asset.

Connaissance du français et de l’anglais. L’Université McGill est une université de langue anglaise où les tâches quotidiennes peuvent nécessiter une communication verbale et écrite en anglais. »

“Information of French and English. McGill College is an English-language college the place day after day duties might require English communication each verbally and in writing.”

Minimal Schooling and Expertise:

Bachelor’s Diploma 3 Years Associated Expertise /

Annual Wage:

(MPEX Grade 04) $62,550.00 – $78,190.00 – $93,830.00

Hours per Week:

33.75 (Full time)

Supervisor:

Human Assets Advisor

Place Finish Date (If relevant):

Deadline to Apply:

2023-09-27

McGill College hires on the idea of benefit and is strongly dedicated to fairness and variety inside its neighborhood. We welcome functions from racialized individuals/seen minorities, ladies, Indigenous individuals, individuals with disabilities, ethnic minorities, and individuals of minority sexual orientations and gender identities, in addition to from all certified candidates with the abilities and data to productively have interaction with various communities. McGill implements an employment fairness program and encourages members of designated teams to self-identify. Individuals with disabilities who anticipate needing lodging for any a part of the applying course of might contact, in confidence, [email protected] .