Reporting to the Manager, Administration and Finance responsible for providing a high-level of organizational, planning, administrative, and proactive and continuous support to the Vice-Principal. Manage the VP’s complex time and priorities (often 40-60 appointments per week in the VP’s calendar), preparing the VP for his scheduled meetings and directing the incoming correspondence that includes email or incoming calls to the appropriate staff or reporting units, document management and file preparation for non-governance meetings. Function with an exceptional level of accuracy, strategic judgment, independence, confidentiality, and efficiency. Dealing with significant change and ambiguity on an almost daily basis, as crises and emergencies arise and as operational priorities are shuffled. This position has a significant overall impact on the effectiveness and the optimal use of the VP’s time.
- Primarily responsible for planning, and managing the calendar of the Vice-Principal to optimize the use of his time during an extended workday. Plans schedule with a view to prioritizing events and meetings; makes judgments about juggling and deferring meetings when urgent matters arise, and about referring requests and inquiries to other offices for prompt attention and response.
- Ensures that the VP’s briefing files for daily meetings and events, including background notes, speaking notes, schedule of events, and biographical materials are accurate and comprehensive. Agendas and other supporting documents are also provided to assigned resource person.
- Provides up-to-date document management of the VP’s files on the main drives.
- Works independently or at the request of the VP, resolves a variety of sensitive and time-critical matters and delegate as appropriate.
- Develops systems and processes, to manage the flow of information that the VP receives. On a constant basis identifies the individual issues that must be brought forward to the VP immediately, or to the Manager, Administration and Finance or the Senior Advisor, Strategy and Governance (including matters related to security, safety and media relations).
- Submits official signature documents to the VP and ensure the scanning and filing as a part of the document management process. Ensures the Senior Advisor, Strategy and Governance reviews and approves the applicable documents for signature.
- Responsible for administrative and organizational matters with respect to the VP’s meetings with both internal and external stakeholders, including (but not limited to) setting up agenda files (with the input from the senior staff), collating other briefing materials.
- On behalf of the VP, or the office, prepares cover memos, agendas with the emails and other brief correspondence to both internal and external stakeholders.
- Anticipates and delivers support (schedule, briefings, logistical arrangements, amenities, travel and personal) to allow the Vice-Principal to operate at his highest ability and to maximize his potential to advance McGill, and the priorities of his portfolio.
- Works in close collaboration and consultation with others in the Office, with other executive offices of the university, and with external offices to ensure that the Vice-Principal receives briefings in a timely, comprehensive and well-organized manner.
- Arranges and coordinates all travel and accommodation to national and international destinations in connection with university business, conferences, relationship building related to government and business activities.
- Handles the VP’s expense reimbursements claims related to travel or other claims through the senior team process.
- Verifies that the incoming expense reimbursement claims (from direct reports) are in accordance to the expense reimbursement policy for the VP’s signature.
- Follows up, independently and to completion, on numerous action items related to events, meetings and inquiries.
- Ensures that the VP’s needs related to his role with the University are met at all times, ensuring that his concentration can remain appropriately focused on leadership of the institution.
- Liaises frequently with internal senior administrative offices, and external organizations/ universities/business executives in French and English, to ensure clear communication and collegial relationships.
- Assists employees in their training and/or onboarding.
- Part of administrative back-up pool.
Three (3) years' related experience
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Staffing:
McGill University, Human Resources (Staffing)
688 Sherbrooke Street West, suite 1520
apply.hr [at] mcgill.ca
The deadline to apply for this position is May 25, 2018 at 5:00 PM.
*Current employees: please indicate your McGill ID number in your application.*
We thank all applicants for their interest in McGill University. However, Staffing will only contact applicants selected for an interview.