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Executive Assistant & Operations Manager

Position Details

Position Information

Position Title Executive Assistant & Operations Manager
Department/Unit Communications, Marketing & Creative Services
Location Halifax, Nova Scotia, Canada
Posting Number S434-23
Employee Group DPMG
Position Type Term
Duration of Contract (if applicable) 12 months
Employment Type Full Time
Full-time Equivalency (FTE) 1.0
Salary $51,234 - $68,435 per annum
Classification ADM-04
Provisional Statement
About Dalhousie University
Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.
Job Summary
The Communications, Marketing and Creative Services (CMC) team is responsible for stewarding and enhancing the reputation and awareness of Dalhousie University through brand leadership, communications, marketing, public relations, community and stakeholder relations, creative services, media relations, issues management and crisis communications. Reporting to the Assistant Vice President, (AVP), the Executive Assistant & Operations Manager supports the day-to-day delivery of the operational infrastructure of CMC, providing comprehensive support to coordinate and manage processes required for CMC to operate efficiently and effectively, such as office management, financial and human resources support matters.
Key Responsibilities
  • Provides senior-level administrative and confidential administrative support to the AVP in their day-to-day function, screening email, scheduling and document preparation and anticipates AVP needs by flagging issues, deadlines, processes and requirements, preparing as much as possible in advance.
  • Maintains and organizes AVP schedule and establishes priorities and makes decisions on rescheduling or refusing appointments or invitations as appropriate; arranges internal and external meetings and events, including venue and catering management, document preparation and distribution, and action item follow up.
  • Act as the main point of contact for the IT needs within CMC. In coordination with Dalhousie IT Services, they will manage and solve IT support tickets for the CMC team.
  • Develops, manages and maintains office equipment inventory, and orders office supplies, furniture, and equipment with consideration for the unit’s budget. Compares and negotiates the quoted price when necessary.
  • Assists the Senior Manager, Finance & Operations in providing support on day-to-day financial matters related to transactions for CMC, including preparing financial documents, reconciling transactions, and liaising with other departments on routine financial matters.
  • Supports the AVP and Senior Manager, Finance & Operations on routine CMC personnel-related matters, which includes tracking CMC vacations and leaves, preparing payroll documents, assisting in the coordination of interviews, liaising with other departments on routine human resource matters.
Note
The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work) as agreed by all parties based on operational requirements and university guidelines.
Required Qualifications
  • Undergraduate degree plus three to five years’ experience in a senior administrative support position, which includes financial and human resource coordination (or equivalent combination of training and experience).
  • Excellent organizational, communication and research skills are needed to manage multiple demands and competing priorities.
  • Proficiency with relevant technology and software, including MS Office.
  • Must be self-motivated with demonstrated ability to problem-solve, establish priorities and meet deadlines.
  • Attention to detail, confidentiality, tact, diplomacy, and sound judgement are critical.
Assets
Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies (https://www.dal.ca/dept/leaders.html), in particular:

- Self-Awareness & Professionalism
- Respect & Inclusion
- Knowledge & Thinking Skills
- Communication
- Service
Additional Information
Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Application Consideration
Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or Human Resources.
Diversity Statement
Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous persons (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. For more information, please visit www.dal.ca/hiringfordiversity.
Posting Detail Information

Number of Vacancies 1
Open Date 11/16/2023
Close Date 11/30/2023
Open Until Filled No
Special Instructions to Applicant
Quick Link for Direct Access to Posting https://dal.peopleadmin.ca/postings/15189

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents
  1. Résumé / Curriculum Vitae (CV)
Optional Documents
  1. Cover Letter