Reporting to the Director, Business Management, provides administrative support, primarily through scheduling meetings and managing his calendar. In this hybrid role, the incumbent carries out certain administrative functions, coordinates and manages a wide variety of projects across the institution, communicates with internal and external stakeholders directly on behalf of senior advisors, schedules meetings, prepares meeting files, researches issues, conducts analyses and composes correspondence.
Knowledge of administration, project management or a related field, normally acquired through a university education, or equivalent experience
At least seven years of senior administrative and project management experience in a corporate or public sector setting
Proven ability to work in close cooperation with senior managers and to coordinate the activities of an executive office
Ability to take a leadership role in demonstrating best practices in administration and office management and confidential documents management
Ability to prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
Must have a high degree of initiative to make independent informed decisions
Knowledge of the Canadian university sector and its related key issues and knowledge of how the University senior management team operates and takes decisions is considered an asset
Knowledge of how a university operates, its governance, structure and administrative processes considered an asset
Advanced knowledge of computer systems and applications, such as Windows, word processing software, presentation software, spreadsheets, the internet, email and electronic scheduling tools
Experience in project management considered an asset
Ability to develop a network of key formal and informal contacts to call upon for various requests
Ability to handle a wide variety of complex and confidential matters with diplomacy and discretion
Ability to perform in-depth research using internal and external sources
Excellent oral and written communication skills with a particular emphasis on strong writing, proofreading and editing skills
Significant customer service experience and ability to deal effectively with diverse and sometimes high profile clients, such as donors, senior business executives, community leaders, dignitaries, influential community members, elected officials, professors, employees, students and alumni
Ability to work flexible hours
Bilingualism – French and English (spoken and written)
Key competencies required at the University of Ottawa:
Planning: Organize in time a series of actions or events in order to achieve an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Be proactive and self-starting. Show availability and willingness to go above and beyond expectations whenever possible.
Service Excellence: Reflect a positive attitude, demonstrate competence and professionalism, treat members of the community with respect, exercise care, devote full attention and find solutions. (Visit the section "Useful links" on the home page to read the detailed definition).
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal. Accept and give constructive feedback. Adjust own behaviour to reach team goals.
The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact firstname.lastname@example.org to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.