Assistant to the Executive Assistant, Vice President, Finance and Administration

Assistant to the Executive Assistant, Vice President, Finance and Administration

This role supports the administrative activities of the Office of the Vice President, Finance and Administration at Algonquin College. This includes critical functions such as managing schedules, preparing essential meeting materials, accurately documenting minutes and reports, and serving as a key liaison for internal and external stakeholders, committees, and community members.

Key Responsibilities

• Contributes to the overall efficiency and effectiveness of the Office of the Vice President, Finance and Administration.
• Provides administrative support to the Executive Assistant, Vice President, Finance and Administration and the Vice President, Finance and Administration to ensure efficient operation of office.
• Assists the Executive Assistant in coordinating and preparing meeting materials and drafting meeting minutes for departmental meetings and College stakeholder meetings (as required).
• Assists the Executive Assistant with maintaining a variety of confidential documents, correspondence and other records for the Office of the Vice President, Finance and Administration.
• Assists the Executive Assistant with coordinating annual team Retreats and All Admin Town Halls for the Vice President, Finance and Administration.
• Expedites the day-to-day operations of the Office of the Vice President, Finance and Administration.
• Assists the Executive Assistant with scheduling meetings, creating deadlines and tracking deliverables to expedite work results.
• Assists the Executive Assistant with proofing, coordinating and submitting meeting materials due to various executive stakeholders of the College on a regular basis.
• Greets clients, students and staff members at the Office of the Vice President, Finance and Administration and directs their needs as to supporting departments as required.
• Retrieves, opens and sorts mail for the Vice President, Finance and Administration.
• Supports the Vice President, Finance and Administration with any day-to-day in-office requirements that arise.
• Contributes to the overall efficiency and effectiveness of College operations.
• Assists the Executive Assistant in ensuring stakeholders are informed of decisions promptly, reports are distributed, and changes are communicated, logged, and revised accordingly.
• Completes Other Duties As Assigned.

Required Qualifications

• Minimum two (2) year diploma (or equivalent) credential, preferably in the areas of Office Administration, Executive Assistant or equivalent education.
• Minimum two (2) years of demonstrated experience in an administrative assistant capacity.
• Experience in a professional office setting preferred.

Skills and Competencies

• Ability to work congenially and with a high level of decorum in a fast-paced environment (Preferably in the public sector).
• Ability to manage multiple priorities in a fast-paced environment.
• Intermediate proficiency with Microsoft Office Suite of product.
• Ability to take accurate minutes for meetings.
• Strong organizational, time management skills and attention to detail.
• Knowledge of the principles and practices of standard administrative office procedures (e.g., developing correspondence, meetings agendas and related materials; minute taking; organizing and coordinating meetings, conferences and videoconferences; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.).
• Knowledge and comprehension of College Policies and Procedures is an asset.

Key skills/competency

• Administrative Support
• Executive Assistance
• Scheduling
• Minute Taking
• Document Management
• Stakeholder Liaison
• Microsoft Office Suite
• Organizational Skills
• Time Management
• Attention to Detail