Employment Opportunity - Executive Assistant

Reporting to the Project Director, the Executive Assistant will provide confidential executive support to the director in various areas of the complex international research project, communications, human resources, office management, and public relations.

Specific responsibilities

• Liaising with other university departments, the senior administration, the Ocean Science Board, and a wide range of external contacts (including research, academic, industry, government and community agencies).
• Assisting in the communication of policy and information, taking minutes, drafting a variety of documents including contracts, publications, reports, newsletters, displays, speeches, presentations, memos and other correspondence as required.
• Advising and serving as the point of contact within the NEPTUNE Canada for research programs and planning, international liaison, human resources and associated issues and policies.

Other responsibilities

• Liaising with the US partners in NEPTUNE, with regards to matters pertaining to the expenditure of multi-million dollar grant resources, research and infrastructure planning, information and data base development, conferences and workshops, and related matters needed to meet the objectives of the project.
• Planning and organizing presentations, displays, meetings, workshops, conferences, retreats and other special events, undertaking special projects and special assignments, and working with the other senior staff as directed.
• Establishing and implementing reception and office procedures, assisting in the selection of office equipment, supplies and furniture.
• Coordination of equipment and office maintenance in consultation with other institutions and university departments as required.
• Supervision of, and working with, the project secretary to welcome visitors and contractors, respond to requests for information, design and oversee paper and electronic filing and data systems, and oversee the reception function.
• Possibly supervising, training and evaluating other student, co-op, and clerical staff.

Qualifications
The successful candidate will have a Bachelor’s degree in an appropriate discipline and related experience; or an equivalent combination of education and experience.

Essential qualifications include:

• The ability to participate as part of a team.
• Excellent analytical skills with an ability to define issues, appreciate interrelationships, undertake research and develop options, and work under pressure.
• Due to the geographically dispersed nature of the project team, and the travel schedule of the Project Director, must be able to make independent decisions when necessary, and must be able to work without direct supervision.
• Excellent communication and public relations skills, exercising tact, diplomacy, sound judgment.
• The ability to coordinate and prioritize activities.
• Familiarity with a wide variety of computer applications including word processing, spreadsheets, databases and presentation software and familiarity with both Mac and PC platforms is required.
• Must be enthusiastic about learning new, specialized skills related to this type of project.