Executive Assistant
Overview
Reporting directly to the Vice-President (Administration & Finance), the Executive Assistant provides confidential senior-level administrative support and plays a critical role in the effective operation of the Office of the Vice-President. This position acts as a key liaison between the Vice-President and internal and external stakeholders, including senior leadership, Board committees, directors, managers, and external partners.
The successful candidate will exercise sound judgment, initiative, discretion, and diplomacy in a fast- paced and highly confidential environment. The Executive Assistant is responsible for managing the day-to-day operations of the office, coordinating executive priorities, and ensuring the Vice-President is well-prepared for meetings, projects, and institutional initiatives.
Responsibilities
- Provide comprehensive and confidential administrative support to the Vice-President (Administration & Finance).
- Manage and coordinate the Vice-President’s complex calendar, including scheduling meetings, appointments, travel, and special events.
- Prepare, review, edit, and coordinate correspondence, reports, agendas, briefing materials, presentations, and meeting documentation.
- Act as a primary point of contact for the Office of the Vice-President, responding to inquiries and redirecting matters as appropriate.
- Liaise regularly with senior administrators, executive assistants, Board representatives, union leaders, and external stakeholders.
- Coordinate meetings and committee activities, including agenda preparation, minute-taking, and follow-up on action items.
- Review and process contracts, agreements, travel claims, expense reports, and other documentation for accuracy and compliance with University policies.
- Assist with insurance administration activities, including maintaining records, coordinating certificates of insurance, and liaising with insurance providers.
- Monitor and support budget-related activities for the Office of the Vice-President, including reviewing expenditures and processing financial documentation.
- Maintain organized electronic and physical filing systems while ensuring the highest level of confidentiality and records management.
- Anticipate changing priorities and independently adjust schedules and workflows to support operational needs and executive priorities.
- Support special projects and initiatives as assigned.
Qualifications
- Undergraduate degree in Business Administration or a related field.
- Extensive administrative experience supporting senior leadership in a complex organization.
- Exceptional organizational, time management, and multitasking abilities.
- Strong interpersonal, communication, and relationship management skills.
- Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
- Knowledge of office administration practices, financial procedures, and organizational policies.
- Advanced proficiency with Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
- Ability to work independently, exercise sound judgment, and manage competing priorities in a high-pressure environment.
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.