Executive Assistant & Project Administrator

Executive Assistant & Project Administrator at George Brown Polytechnic

This position provides management of the administrative and operational support in the Office of the Provost and Vice President Academic. The incumbent manages a wide variety of polytechnic-wide activities and highly confidential matters and day-to-day operations. This position is accountable for the execution of executive administration and public relations support to the Provost and Vice President Academic, and Chair of the Academic and Student Affairs (ASA) Committee of the Board of Governors. They collaborate with the Academic Leadership Council (ALC), Academic Leadership General Council (ALGC), areas reporting under the Provost and VPA (all Deans, Academic Excellence, Office of the Registrar, Research & Innovation, Student Success, Teaching & Learning), Executive Assistants, Administrative Assistants within George Brown Polytechnic. The incumbent acts on behalf of the Provost and VPA where appropriate.

Key Responsibilities

• Implements and maintains operating policies/procedures, develops strategies to ensure effectiveness of the office, and ensures compliance with Provost and Vice President Academic goals and objectives.
• Provides confidential management, administrative, and operational support and coordinates the effective and efficient operation of the office.
• Interprets and explains policies and procedures. Works with staff from the Academic and/or corporate areas of George Brown Polytechnic (GBP) regarding complicated or difficult situations.
• Maintains knowledge of the mission, vision and values, strategic objectives, and core strategies of GBP.
• First line support for the office of the Provost and VPA with students in the complaint process. Filters complaints, sets meetings and takes verbatim notes. Works with other internal departments to ensure resolution. Maintains confidentiality.
• Reviews documentation, reports, correspondence, e-mail received in the Provost and Vice President Academic Office. Responds directly to the recipient on issues on behalf of the Provost and Vice President Academic. Prepares correspondence for signature.
• Interacts on behalf of the Provost and Vice President Academic with all areas of the Polytechnic and to foster productive relationships among key internal/external stakeholders.
• Works directly with Academic leaders (Deans, AVPs), GBP Management team and departmental/program staff regarding Provost and Vice President Academic inquiries, follow-up actions, student assistance, committee involvement, consultation purposes, internal and external inquiries, and daily operational issues. Ensures deadlines are met.
• Facilitates, coordinates and participates on projects that have both department and institution-wide impact.
• Leads on other departmental projects and events such as all team events, planning and working with team members to coordinate logistics.
• Other duties as assigned.

Educational and Experience Requirements

• Three-year diploma/degree from a recognized post-secondary institute in Business Administration and completed courses in Communications.
• Minimum five (5) years of experience in an administrative capacity providing support to senior managers, in a large complex environment where a variety of people and situations are encountered daily, with an understanding of the academic cycle, preferably in a unionized setting.
• Progressive administrative, financial and project management experience in a large, complex preferably unionized environment.

Skills and Attributes

• Knowledge of the College/Polytechnic policies, operations and organizational structure is highly desirable.
• Excellent communication, collaboration, teamwork, and interpersonal skills.
• Demonstrated commitment to uphold the Polytechnic’s priorities on diversity and equity.

About George Brown Polytechnic

George Brown Polytechnic prides itself on educating students through real-world learning, in the heart of Toronto. Our faculty and employees make this vision a reality, and we support them by making George Brown a great place to work. See why we are consistently ranked as one of GTA’s top employers.

Why Work Here?

George Brown Polytechnic offers hybrid work opportunities, a competitive pension plan, generous holiday and vacation time, a tuition assistance program, discounted rates for employees taking Continuing Education courses, and an equitable work environment where everyone matters.

Key skills/competency

• Executive Administration
• Project Management
• Confidentiality
• Stakeholder Relations
• Policy Implementation
• Office Operations
• Communication Skills
• Academic Environment Knowledge
• Calendar Management
• Diversity & Equity Advocacy