Our client, one of the leading post secondary educational facilities in North America, has an immediate 2-3 month contract opening for an Executive Administrative Assistant.  
 
The Executive Assistant to the Dean, acting as the Dean’s ‘right hand’, is responsible for establishing the priorities, responsibilities, coordinating the executive meetings and communication requirements for the Dean of Science.   The Executive Assistant, as a representative of the Office of the Dean, must adhere to the strictest standards of professionalism, confidentiality, and courtesy. Tact and diplomacy are of the utmost importance.  This is a fast-paced and busy office, so the incumbent must possess excellent time-management and multi-tasking skills.
 
Responsibilities:
 

• Coordinate and schedule committee meetings chaired by the Dean which include but are not limited to:  Executive Committee, Faculty Council, Selection Committees for Chairs, Promotion and Tenure Committee, Surface Science Western management Committee, Distinguished Research Professors Committee, Chairs and Associate Deans Meetings as well as Ad Hoc Task force meetings; (schedule the meetings in coordination with all attendees schedules, book rooms, prepare agendas and supporting documentation, take minutes and distribute minutes to all pertinent Faculty and Staff)
• Management and coordination of the Dean’s calendar, scheduling and arranging the logistics of meetings/functions as per the Dean’s schedule; recognize priorities and schedule accordingly
• Screening phone calls, prioritize and follow up on issues for resolution
• Answer and take action, on a discretionary basis, queries addressed to the Dean
• Prepares all Faculty appointment notices for Limited Duties appointments, liaises with Departmental AOs as well as Chairs regarding information verification and deadlines for payroll
• Preparing and processing travel arrangements and travel expense report forms
• Other administrative duties assigned

 
Required Expertise:
 

• Demonstrated experience in working with highly confidential and sensitive information
• Ability to prioritize, multi task and meet deadlines
• Excellent Customer Service orientation
• Work independently as well as part of a team
• Take initiative, be resourceful and proactive
• Demonstrated proficiency in computer programs- MicroSoft Office Suite, Outlook, Internet Explorer
• Ability to maintain detailed records ensuring accuracy while dealing with frequent interruptions. Ability to create various forms of effective correspondence including reports, invitations, bulletins, newsletters, brochures, memos and emails
• Ability to multi-task and manage interruptions in a busy, high profile environment while being organized, calm and focused.
• Exceptional communication skills with the ability to disseminate information in a high profile office while maintaining a calm, sensitive and professional demeanor. Monitoring difficult and sensitive situations and possessing the knowledge and confidence required to refer to the appropriate person(s)
• Attention to detail including follow up on decisions
• Professional, courteous, honest, loyal, tactful and diplomatic

 
Qualifications:
 

• Must have a minimum 3-5 years administrative experience supporting a Senior Level Leaders
• Minimum of College Diploma in Business Administration; University Degree preferred

 
Perks Include:
 

• Pay rate $18-$20/hr + 4% vacation pay
• Prompt weekly pay via direct deposit
• Access to free online training via our employee website www.myKelly.ca

 
** This job title can also be categorized as Reception, Office Clerk
 
If you are the individual for this job opportunity, please send your resume to ks7640@kellyservices.com (quoting reference number 7640-Science). 
 
About Kelly Services:
Kelly Services, a Fortune 500 company, a trusted pioneer in the staffing industry since 1946, offers fulfilling employment to over 750,000 employees annually.  Temporary, temporary to permanent, and permanent job opportunities are available in such areas as Office Services, Accounting/Finance, Light Industrial, IT, Marketing and Call Center.  Kelly Services is an Equal Opportunity Employer.  Join our winning team today!
 
We invite you to visit our website www.kellyservices.com to view other job opportunities.
 
Temporary Applicants: Please note - you will only be considered for temporary placements through Kelly Services once you have completed our Hiring Process which includes signing our employment application and employment agreement.