COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary

Reporting to the Executive Director, Athletics & Recreation, the Executive Assistant is responsible for providing senior level support to the Executive Director, Athletics and Recreation and Director, Operations and Service Delivery. Due to the complexity of managing the Directors’ time and priorities, as well as coordinating the administrative function and internal/external relations of the Directors, the incumbent is required to demonstrate effective judgment and efficiency while maintaining an exceptional level of accuracy and ability to navigate issues of confidentiality with a high level of professionalism.

The EA incumbent will work collaboratively across the department, with internal and external partners and advisory committees and is expected to assist with the organization of department wide events and/or training that involves all staff. The incumbent monitors multiple projects and initiatives and initiates the preparation of high-level executive briefs, reports, and presentations for various department committees. Specific duties may vary depending upon the particular initiative undertaken by the department.

This position requires extensive collaboration and contact with a broad range of constituents including coaches, athletes, alumni, all Athletics and Recreation (A&R) personnel, as well as campus and community partners. The incumbent also liaises with professional staff from other universities and the OUA and U SPORTS league offices.

Note: Flexible work hours, including evenings and weekends according to program or area needs are required.

Job Description

• Provides senior-level administrative support to the Directors through managing, planning, and coordinating diverse activities, performing research and analysis to prepare presentations or reports. Support will frequently involve highly confidential and sensitive subjects/issues, including those related to finance and human resources. In addition to following up or resolving issues to ensure commitments and objectives are met.
• Oversees and organizes itineraries for the ED’s external travel. Directs and plans the ED’s schedule and meeting schedules, determining relative priorities to ensure urgent/sensitive matters receive immediate attention. Plans recurring meetings with other Senior Administration areas and prepares/distributes relevant materials (e.g. drafts agendas, prepares briefing notes, conducts morning briefings, produces minutes, prepares speaking notes and presentations).
• Coordinates and tracks the delegation of responsibility for A&R initiatives and commitments across the executive and management teams, identifying shifting priorities and incorporating into departmental planning as required.
• Supports the successful operation of the Director’s office by working closely with other administrative staff to meet the needs of the A&R. Serves as an initial point of contact for the Directors, and coordinates required action or response as appropriate.
• Responsible for the development, execution and monitoring of the ED’s office budget in accordance with the policies and procedures of the department and University.
• Responds to enquiries on behalf of the ED internally and externally with limited direction, only referring more complex issues to the ED. Composes original correspondence for the ED’s signature on a wide spectrum of matters, often involving sensitive and confidential correspondence.
• Assists with the coordination and support of special initiatives related to the department’s key and focused activities. May be required to conduct research, analyze information, and develop preliminary communication ensuring accuracy and effective information sharing. Develops and maintains a knowledge repository for multiple ongoing initiatives and assists with the coordination of work from senior management leaders to complete reports and the deliverables designated by the Executive Director.
• Works collaboratively with the Department’s staff and committees, leads communication within the department, and is responsible for maintaining communication with other departments, outside organizations, and internally to the department (e.g. department intranet) Assumes responsibility for evaluating and directing incoming communications, handling personally, or deferring more complex issues to the Directors.
• Participates in planning meetings as required preparing agenda items/documentation, preparing confidential correspondence, taking minutes, and distributing information prior to meetings taking place, and after meetings have commenced.
• Administers and prepares department annual reports, maintains annual calendars and records, updates and maintains policy and procedures and ensures compliance. Through attendance at meetings, highlight situations that have implications to policy or require changes to existing policy, bring these changes to the attention of the respective staff member, provide suggested revisions and where applicable update as necessary.
• Assumes responsibility for VIP and senior level communication, engagement, coordination and service. Maintains database of VIP and events, including activity plans, debrief notes and observation feedback. If applicable, may negotiate vendor contracts and liaise with service providers.
• Undertakes other duties as assigned.

REQUIRED QUALIFICATIONS:
• University degree combined with several years of relevant experience in a senior administrative role, preferably in an academic environment.
• Demonstrated experience effectively managing the schedule, phone calls, email, etc. for an executive-level position within an environment of constantly shifting priorities and deadlines, combined with extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Experience in the development of high-quality written communications and/or detailed level editorial and presentation creation skills.
• Knowledge of the University’s structure, procedures, policies and regulations and considered an asset.
• Satisfactory Criminal Records Check and Vulnerable Sector Check required.
• Proficient knowledge of a variety of computer software, specifically Microsoft Office (Word, Excel, PowerPoint). Previous experience with PeopleSoft considered to be an asset.
• Knowledge and understanding of the sport culture and environment is an asset.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Superior interpersonal, organization and time-management skills with an ability to plan and coordinate multiple project/work initiatives effectively and within set timelines.
• Well-developed written and verbal communication skills to effectively work with, and build collaborative relationships with, a diverse group of people, internal and external to the University.
• Strong ability to problem solve, exercise discretion, and know when to involve others in decision-making. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Service-oriented and capable of dealing with a wide variety of constituents in a professional, respectful manner. Ability to communicate articulately and sensitively in writing, virtually and face to face with clients, members, students, alumni and partners within the Queen’s and Kingston community.
• High level of attention to detail and accuracy with strong analytical, interpretive and problem-solving skills.
• Advanced administrative skills, including data analysis (Word, Excel, PowerPoint, PeopleSoft, etc.). Ability to adapt to changing technology and implement new processes to increase productivity.
• Ability to maintain focus and high level of work performance in an office environment with competing demands and frequent interruptions.
• Able to self-motivate and take independent initiative, demonstrating excellent judgment and an ability to work within a team environment, and with minimal supervision.

DECISION MAKING:
• Assesses all outreaches to the ED general email account and triages according to priority or sensitivity, determining when to respond on behalf of the ED or when to refer to others.
• Makes frequent decisions regarding management of the ED’s schedule, assessing urgency of a request, using judgment and diplomacy to schedule/reschedule appointments in response to unexpected or competing events.
• Set priorities and decide which project requires the most attention.
• Determines approach, content and presentation in preparing correspondence, briefings, presentations, reports and proposals, including those prepared on behalf of the ED.
• Identifies and recommends changes to processes and procedures to facilitate effective activities and operations of the department.
• Works closely with executive team to ensure appropriate documentation and coordination of activities within department.
• Prioritizes own work and time, setting up schedules to meet deadlines and fulfill responsibilities.
• Gathers and determines what information and/or data is required; ensures strict adherence to timelines by team members.
• Recognizes when there is a risk of missing a timeline and highlights the issue to the Dean or other staff as appropriate or necessary.
• Exercises discretion providing information over the phone and in person to internal/external partners.
• Assesses the nature of questions or problems and determines when to handle personally and when to involve others. Determines best approach to solve problems and responds to enquiries professionally and sensitively.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.