Assistant to the Executive Offices

Job Responsibility: Faculty/Department President's Office Unit President's Office General Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family Category Staff Number of Vacancies 1 Position Summary Are you an organized, proactive professional with a passion for providing executive-level administrative support? Do you thrive in fast-paced environments? If so, we have an exciting opportunity for you! As the Assistant to the Executive Offices , you will be the first point of contact for visitors, callers, and correspondence directed to the President's Office. You will play a crucial role in ensuring the smooth operation of the Executive Offices by managing daily tasks, coordinating meetings and events, and overseeing financial and office administration. Your professionalism, discretion, and efficiency will uphold the Executive Office's reputation as a well-organized and welcoming environment. What You'll Do:

• Reception & Communication Management: Serve as the first point of contact, managing inquiries and handling sensitive situations with professionalism.
• Office Administration & Supplies: Facilitate procurement and maintenance of office supplies and equipment.
• Financial Administration: Manage monthly financial reconciliation and account payable while ensuring compliance with financial policies.
• Meeting & Event Coordination: Oversee logistics for meetings and events, ensuring seamless execution.
• Records & Information Management: Perform annual archiving and act as the Designated Records Officer (DRO).
• Website & Digital Content Management: Manage website pages and ensure accuracy of online directories.
• Executive Support & Scheduling: Assist with the President's calendar and travel arrangements.
• Plus More: Be ready to take on additional related tasks as assigned - your role is dynamic and essential to our success!

Why Join Us:

• Collaborative Environment: Work closely with the President, Senior Researcher to the President, Senior Advisor to the Provost, and the Executive Coordinator to the President.
• Dynamic Role: Engage in diverse responsibilities, from SharePoint administration to event coordination.
• Professional Growth: Gain experience in high-level administrative support and financial management.
• Impact: Contribute to the success of the Executive Offices and the entire university community.
• Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Contribution Pension Plan, and much more!

Ready to Make a Difference? If you are a dedicated professional looking to contribute to the success of a dynamic educational institution dedicated to fostering our next generation of leaders, we want to hear from you! Apply now and become a vital part of our Executive Offices team. Position Requirements What You'll Bring to this Position:

• Post-secondary diploma in Business Administration, Office Administration, Communications
• 5 years of executive level support
• Equivalent experience may be considered in place of formal education.

Skills That Will Ensure Your Success in the Role:

• Office Administration & Financial Processes - Understanding of administrative operations, including financial reconciliation, accounts payable/receivable, and procurement.
• Records & Information Management (RIM) Standards - Familiarity with records management, archiving procedures, and university policies related to document retention.
• Event & Meeting Coordination - Knowledge of event planning logistics, including scheduling, A/V setup, catering, and corporate sponsorship processes.
• Strong Communication Skills - Ability to draft executive correspondence, and manage in-person, phone, and email inquiries professionally.
• Organizational & Time Management Skills - Ability to manage multiple priorities, meet deadlines, and coordinate schedules efficiently.
• Attention to Detail & Accuracy - Ensure precision in financial reconciliations, database management, and correspondence preparation.
• Technical Proficiency - Skilled in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) at an intermediate or advanced level, as well as financial systems and website content management.
• Problem-Solving & Decision-Making - Ability to troubleshoot office equipment, A/V issues, and logistical challenges independently.
• Customer Service Orientation - Provide excellent support to internal and external stakeholders, ensuring a welcoming and efficient office environment.
• Financial & Budgeting Acumen - Understand university financial policies and ability to process invoices, reconcile accounts, and manage procurement.
• Self Starter - Ability to determine operational efficiencies and implement measures to enhance activities and documents.
• Knowledge Sharing - Ability to train colleagues and senior executives, expertly sharing information and knowledge regarding various programs and policies.
• Professionalism & Diplomacy - Represent the Executive Office with a high level of tact and professionalism in all interactions.
• Adaptability & Flexibility - Ability to adjust to changing priorities and support urgent tasks as needed.
• Initiative & Proactiveness - Take ownership of tasks and identify improvements in office operations.
• Team-Oriented Mindset - Willingness to collaborate and assist colleagues while maintaining independence in assigned tasks.
• Confidentiality & Discretion - Handle sensitive information related to the President's Office with professionalism and integrity.

Physical Demands Pay Grade OOS 3 Salary Range $55,644 to 83,465 annually Status Permanent Work Hours Monday to Friday 8:15am to 4:30pm Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted Additional Information Contact Information Job Open Date 03/05/2025 Job Close Date 03/18/2025 Open Until Filled No Special Application Instructions We know imposter syndrome can get in the way, so please don't hesitate to apply. We'd love to hear from you. Submit your application today! Diversity Statement The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.