Skip to Main Content

Job Title


Executive Assistant to the Special Advisor to the President -(6 Month Contract)


Company : Sault Community Career Centre


Location : Sault Ste. Marie, Ontario


Created : 2025-07-18


Job Type : Full Time


Job Description

Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission. In keeping with the Seven Grandfather teachings that are the core values that inform our decisions as an institution, we are committed to creating a welcoming, inclusive, respectful, and safe environment where everyone belongs. We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including : Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons. Job Title : Executive Assistant to the Special Advisor to the President (6 Month Contract) Department : Social Work Position Status : Temporary 6 Months, Full-time Non-Union Supervision Received : Vice-President Academic and Research Supervision Exercised : Student Assistants Location : SSM or Brampton Number of Positions : 1 PRIMARY FUNCTIONS : Administrative Support 50% Project Coordination 40% Other Duties 10% TOTAL 100% The Executive Assistant (EA), reporting directly to the Special Advisor to the President, is responsible for overseeing the daily operations of the Office of the Special Advisor and the School of Social Work. This role serves as a key liaison, both internally and externally, ensuring that the Special Advisors responsibilities are executed efficiently, courteously, and effectively. The EA must exercise sound judgment, maintain strict confidentiality, and demonstrate a high degree of professionalism, initiative, tact, and attention to detail. Strong problem-solving skills and discretion are essential to delivering exceptional administrative support and stakeholder RESPONSIBILITIES : A. Administrative Support (50%) Proactively manage the day-to-day operations of the office through proper identification of business needs, prioritization of critical (high risk) issues; inform and prepare the Special Advisor on upcoming situations / demands, where briefing is required; anticipate and mitigate emerging issues / risks that impact faculty, students, and key partners as represented by the Special Advisor. Provide advice, guidance and direction based on institutional policy, procedures, guidelines, full-time and part-time collective agreements, Ministry of Colleges and Universities, Postsecondary Education Quality Assessment Board, Council of Ontario Universities, and Senate regulations and CASWE standards. Organize and anticipate project deadlines to meet University obligations and apply critical thinking to identify day-to-day, as well as long-term, priorities Act as a confidential sounding board to the Special Advisor and provide pertinent guidance when needed Prepare drafts and format correspondence for the Special Advisors review, making amendments as required. Plan and coordinate all travel arrangements, conference registrations and itineraries for the Special Advisor (and guests, as requested) and prepare all necessary travel documentation for authorization, reimbursement claims and Credit Card reconciliations as per University policy and procedures Manage secure and confidential information relating to the office, including development and maintenance of a complex and logical filing system Attend the strategic meetings as requested by the Special Advisor to take minutes and track action items B. Project Coordination (40%) Provides administrative support to the Special Advisor with respect to direct reports including but not limited to the Faculty, Field Education and Admissions Coordinators and others. Coordinate and organize meetings, agendas and minute taking for Accreditation of the BSW Program, ensuring action items are completed Coordinate and organize the bi-weekly meetings with the other Direct Reports including scheduling meetings, developing agendas, taking minutes and ensuring action items are completed Liaise with department chairs and faculty when necessary. Organize and coordinate the various steps within related projects. Assist the Special Advisor with reporting on the progress of the Accreditation of the BSW Program to the senior leadership team. Provides assistance with organizing and coordinating Special Advisors strategic priorities, performance objectives, and milestones including, but not limited to, assisting with creating a timeline, monitoring, developing deliverables, and organizing meetings with key partners C. Other Duties (10%) Other duties as assigned WORKING CONDITIONS : Physical Effort Minimal : Some lifting / physical effort required for transportation of materials and setup for events Physical Environment Minimal : Minimal exposure to unpleasant / disagreeable conditions. Irregular hours of work, at times Sensory Attention Considerable : Work requires a frequent need to concentrate on a variety of sensory inputs for a lengthy duration requiring diligence and attention Mental Stress Considerable : Deadline driven, with frequent interruptions MINIMUM QUALIFICATIONS Undergraduate degree in Business Administration or related discipline, and a minimum of (3) years of related experience in an academic support environment, or equivalent combination of education and experience Demonstrated experience in project coordination. Solid writing and verbal communication skills Proven skills in relationship management and achieving results using a collaborative approach Demonstrated success in contributing to change efforts while showing respect for, and sensitivity to, academic and disciplinary norms Proven ability to communicate and work effectively with faculty, course instructors, graduate students, support staff, and university administrators It is required that the incumbent possess : Excellent communication skills, both written and verbal Excellent interpersonal skills The ability to work in a team environment The ability to work independently Strong personal initiative Tact and good judgment An ability to successfully meet deadlines Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high volume office An ability to multitask and work under pressure in a dynamic environment; An ability to work effectively with people of diverse backgrounds, styles and abilities Excellent use of technology for collaboration; strong computer skills, including Microsoft applications; G-suite preferred; Commitment to understanding Algoma Universitys Special Mission and The Seven Grandfather Teachings Vulnerable Police sector check is required Salary Scale : $64,583 to $80,728 annually To apply for this position please submit a resume and cover letter to Recruitment no later than 4 : 00 p.m. on November 26, 2024. Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal-opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons). In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and / or assessment process to applicants with disabilities J-18808-Ljbffr Create a job alert for this search #J-18808-Ljbffr