Position Summary
Full-Time Administration, new contract position (one-year contract)
The Executive Assistant (EA) provides comprehensive administrative and analytical support, enabling the effective operation to the Dean's portfolio and the schools of Business, Community Services, Hospitality, as well as Academic Upgrading and International Administration team.
The role ensures the coordination of day-to-day business including complex activities such as budget planning and monitoring, data analysis, report preparation, and executive-level communications, while supporting informed decision-making.
This role also integrates information, manages competing priorities, and facilitates collaboration across leadership, departments, and external partners, ensuring efficient implementation of strategic and operational objectives.
Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the department's needs through a hybrid work arrangement, Monday to Friday, 8:30 a.m. to 4:30 p.m., with three days on-site at Conestoga’s Doon campus, located at 299 Doon Valley Drive, Kitchener and two days remote. Travel is required as needed between campuses, and occasional evening work may be required for employer events.
Responsibilities
- Manages the Dean’s complex calendar, effectively prioritizing competing demands, coordinating meetings, and ensuring alignment with divisional priorities and strategic objectives
- Provides high-level confidential administrative support, exercising sound judgment and discretion in handling sensitive matters, including labour relations, and ensuring the Dean is appropriately briefed on critical issues
- Supports the day-to-day administrative and operational functions of the schools and departments, ensuring efficient and effective service delivery
- Monitors and analyzes both operating and capital budgets, identifying variances and supporting accurate financial reporting, including compliance with external funding requirements
- Prepares comprehensive reports and contributes to financial planning processes, including providing informed recommendations on resource allocation
- Tracks and monitors expenditures, ensuring appropriate cost centre allocation and adherence to institutional financial policies and procedures
- Coordinates recruitment-related activities, including events such as open houses, and monitors associated budgets and expenditures
- Conducts research and prepares high-quality reports, briefing materials, and correspondence to support decision-making and strategic initiatives
- Leads the coordination of projects and initiatives, acting as a key liaison with internal stakeholders and external partners to ensure timely and successful outcomes
- Provides administrative and logistical support to the Schools’ leadership team and various committees, ensuring smooth operations and effective governance
- Develops and distributes agendas, records accurate minutes, and prepares professional communications for meetings and committee activities
- Organizes meetings and events, tracks and follows up on action items, and maintains accurate and up-to-date records and documentation
- Collects, analyzes, and synthesizes data to support evidence-based decision-making and continuous improvement efforts
- Performs other related duties and responsibilities as assigned, in support of the Dean and broader organizational objectives
Qualifications
- A four-year degree in business or a related field is required
- Minimum of five years of progressive administrative experience supporting senior leadership or executive-level roles, preferably within an academic or post-secondary environment
- Demonstrated excellence in written and verbal communication, with the ability to prepare clear, concise, and professional correspondence and reports
- Exceptional organizational and time management skills, with a proven ability to prioritize multiple competing demands in a fast-paced environment
- Proven ability to work independently with a high degree of initiative, sound judgment, and discretion
- Strong capacity to manage sensitive, confidential, and time-critical matters with professionalism and tact
- Experience in budget monitoring, financial tracking, and basic financial analysis, with a strong attention to accuracy and detail
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and SharePoint, with the ability to leverage technology to enhance efficiency
- Demonstrated ability to develop and maintain reports, spreadsheets, and databases to support operational and strategic decision-making