Required Position
Full-Time Appointment
Responsibilities
Vacancy Status: Existing position
Reporting to the Associate Vice-President, Human Resources & Organizational Development, the Executive Administrative Assistant manages high-level administrative operations and provides confidential support to ensure efficient departmental functioning. The Executive Administrative Assistant prioritizes the executive portfolio by managing correspondence, briefing the incumbent on daily objectives, and coordinating complex calendars to facilitate effective time management. The incumbent acts as the primary point of contact for the department, facilitates internal and external collaborations, and manages process flows for departmental decisions.
The Executive Administrative Assistant oversees departmental financial tasks, including budget reconciliation, expenditure tracking, and the processing of purchase orders. The incumbent maintains central documentation repositories, monitors records management practices, and manages departmental webpages on myLaurentian. The Executive Administrative Assistant coordinates logistical arrangements for numerous staff recognition events while handling highly sensitive material with strict adherence to ethical and diplomatic standards.
Executive Coordination & Administrative Support
Acts as the primary point of contact for the department, directing inquiries to appropriate team members and managing multiple sources of correspondence.
Prioritizes the Associate Vice-President (AVP) portfolio by managing workflow and briefing the executive on daily objectives and emerging challenges.
Researches and organizes background documentation to prepare correspondence on behalf of the AVP or delegate tasks to Senior Administrators as appropriate.
Collaborates with the Office of the General Counsel, the Board of Governors, and the Office of the President to prepare for board meetings and committee sessions.
Manages process flows for departmental decisions, tracking timelines and organizing the preparation of reports and institutional communications.
Organizes internal team meetings, including the creation of agendas and the recording of official minutes.
Identifies potential issues proactively to ensure appropriate stakeholders are informed and engaged in the university decision-making process.
Maintains attendance records, including leave and vacation balances, for all Human Resources (HR) staff.
Represents the department at university functions and ensures the accuracy of all distributed documents through rigorous proofreading.
Event & Outreach Management
Organizes annual long-term service and retiree recognition celebrations, managing all associated logistics including budgeting, catering, and promotional materials.
Coordinates staff recognition events and activities to support university engagement and appreciation initiatives.
Coordinate New Employee Orientation
Assists in the coordination of various Human Resources projects, providing logistical and administrative support to meet departmental objectives.
Manages event-related communications with recipients and internal stakeholders to ensure successful institutional outreach.
Facilitates the procurement of gifts, awards, and entertainment for departmental functions while adhering to university hospitality guidelines.
Financial & Records Management
Establishes and manages the central repository for all Human Resources & Organizational Development (HROD) documentation and forms, providing guidance to staff on procedural execution.
Monitors departmental records management practices and provides advice to ensure alignment with university standards.
Tracks departmental expenditures for professional registrations, travel, and related institutional costs.
Performs monthly budget reconciliations and confirms departmental credit card expenditures to ensure fiscal accuracy.
Approves invoices and prepares purchase orders or requisitions in accordance with university financial thresholds.
Verifies and records hours for contractual staff to ensure accurate and timely compensation.
Maintains implemented HROD webpages and monitors online content to ensure information is current for the university community.
Other Duties
Performs other duties within the professional scope and skill level of the position, in full compliance with applicable legislation, university policies, and collective agreements.
Qualifications
Qualifications
College Diploma in Business Administration or in a related field.
One (1) to three (3) years of relevant experience
Excellent verbal and written communication skills.
Demonstrated problem-solving, attention to detail, and conflict resolution skills.
Excellent organizational and time management skills; ability to meet deadlines.
Excellent analytical and critical thinking skills.
Proven ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
Experience in managing institutional records, adhering to retention policies, and ensuring data integrity.
Proven ability to handle, secure, and analyze information in accordance with privacy and security protocols.
Proven ability to work independently with minimal supervision, take initiative, and collaborate effectively within a team environment.
Proven discretion and sound judgment when managing highly confidential business, financial, or personnel data.
Experience with student databases for enrollment, records, and financial aid.
Knowledge of and experience working with collective agreements / unionized environment.
Experience with employment-related legislation (ESA, OHSA, Human Rights, AODA) and maintains up-to-date knowledge of changes to legislation.
Proficiency in budgeting and financial management within a university framework.
Knowledge of payroll processes, including statutory deductions, tax regulations, benefits administration, and compliance with labor laws.
Experience with Microsoft Office (Excel, Word, PowerPoint)
Experience with HRIS (Ellucian Colleague) is considered an asset.
Familiarity and experience with Google Workspace (Docs, Sheets, Chat, Gmail, Calendar, Analytics or Ads).
Ability to work fluently (verbal and written) in both official languages, French and English, is required.
***We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to
[email protected]***
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.
Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit.
Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information (
[email protected]).
