Executive Assistant (Temporary MAT Leave) - St. Lawrence College Student Association

Job Purpose:

The role of the Student Association’s Executive Assistant provides high-level administrative support to the Executive Director by managing daily schedules and communication with the Board of Directors. The Executive Assistant provides executive office leadership support to the ED to ensure that workload is prioritized to leverage organizational priorities as well as to be strategic and effective in a fast-paced environment. This includes prioritizing emails, phone calls, arranging meetings, and business events on behalf of the Executive Director. The Executive Assistant will also be responsible for providing assistance with board management and board governance.

Duties & Responsibilities:

• Schedules and confirms appointments and meetings for the Executive Director

• Acts as the point of contact for the Executive Director, employees, clients, and other external partners

• Arranges travel schedules, makes reservations, and organizes conferences and work-related trips

• Compiles agenda items and collateral documents through communication with Executive Director, President, and student executives

• Supports the Director of Finance and Executive Director in organizing and preparing auditing tasks

• Analyzes incoming and outgoing memoranda, submissions, and reports and coordinates the preparation and submission of summary briefs and reports to executives, committees, and the Board of Directors

• Manages and supports the Student Association Board of Directors governance needs

• Arranges logistics for committees, Board of Directors, and other meetings

• Attends all committees knowledgeable and prepared to contribute, while providing accurate recordings of minutes or notes to relevant parties

• Remains current on Student Association services and programs

• Compiles data, statistics, and other information to support research and feedback-generating activities

• Conducts research, compiles data, and prepares papers for consideration, presentations, and meetings by executives, committees, and boards of directors

• Liaises with departmental and corporate officials of other organizations and associations on behalf of executives, committees, and managers

• Maintains a high degree of discretion and confidentiality

• Reviews college policies and organizational policies to ensure compliance

• Manages information flow in a timely and accurate manner

• Monitors and manage various budgets with the knowledge of basic accounting principles

• Maintains manual and computerized information filing systems

• Tracks and orders all office supplies

Skills/Qualifications:

• 2-3 years of experience as an Executive Assistant, Personal Assistant, or similar role

• A Degree or Diploma within a related field or combined related work experience

• Experience working with or serving on a Board or governance structure.

• Knowledgeable of not-for-profit operations in Ontario.

• Strong understanding of student life and trends within the community of St. Lawrence College, Kingston, or in a post-secondary institution.

• Strong ability to communicate and build relationships with internal and external employees and stakeholders.

• Ability to use own judgement and apply critical thinking to solve problems.

• A strong understanding of Student Association services, functions, and purpose.

• Maintain accurate records and reports.

• Basic knowledge of accounting principles.

• Attention to detail in all aspects of work.

• Motivated and reliable.

• Excellent organizational skills and ability to balance multiple priorities.

• Proficient with computers and other communication tools.