Administrative Assistant
Overview
This position provides high-level, comprehensive administrative support to the AVP, Administration and contributes to the smooth operation of the Office of the Principal and the Orillia campus. This position plays a key front-of-house role, supporting multiple academic and administrative units, including the Faculty of Business Administration, Community Engagement and Lifelong Learning (CELL), and various departments connected to the AVP portfolio.
The Administrative Assistant works in a fast-paced, multi-project environment and is responsible for scheduling, committee coordination, event support, financial processing, records management, and responding to inquiries from students, faculty, staff, and external partners. The role requires exceptional organizational, communication, and problem-solving skills, along with the ability to work independently, manage competing priorities, and provide outstanding service.
Responsibilities
- Provide comprehensive administrative support to the AVP Administration and Office of the Principal, including calendar management, correspondence, travel arrangements, minute taking, and document preparation.
- Coordinate meetings, committees, and working groups: scheduling, preparing agendas and materials, recording minutes, and tracking action items.
- Deliver front-line service by responding to in-person, email, and telephone inquiries, triaging requests, and ensuring excellent customer service to students, staff, faculty, and external partners.
- Support special events, including logistics, facilities, catering, registration, and on-site assistance.
- Maintain records, filing systems, templates, and shared documents; process and track financial documentation (e.g., PCard transactions, invoices).
- Provide administrative support to the Faculty of Business Administration and other campus units, including exam coordination, photocopying, room bookings, and general office support.
- Support Athletics & Recreation operations by assisting with OCAA documentation, maintaining athlete portals, updating website content, and providing hands-on support at events.
- Liaise with internal and external stakeholders, including faculty, administrative staff, community partners, and OCAA contacts.
- Perform general office duties such as mail distribution, supply monitoring, and reception functions.
- Complete special projects and provide campus-wide administrative support as required.
Qualifications
- Diploma in Business Administration or related field, with a minimum of three years of administrative experience supporting senior leaders in a complex environment.
- Strong communication, interpersonal, and relationship-building skills; ability to present a professional, customer-focused image.
- Excellent organizational and time-management abilities, with the capacity to handle competing priorities and frequent interruptions.
- Experience supporting committees, including scheduling meetings and recording minutes.
- High level of proficiency with technology, including Google Workspace, Microsoft Office, and online administrative systems.
- Demonstrated ability to problem solve, take initiative, and work both independently and as part of a team.
- Strong attention to detail, confidentiality, and ability to handle sensitive information.
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.
We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or human.resources@lakeheadu.ca to make appropriate arrangements.