About Western

Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

About Us

The Administrative Assistant works as part of a small team to support the Ivey Energy Policy and Management Centre. Reporting directly to the Centre Director, the Administrative Assistant supports the general operations of the Centre as well as on-going activities, including marketing, events, and administrative activities. The Administrative Assistant provides office management support, helps with events and is responsible for the Centre website. The Administrative Assistant contributes to the preparation of external reports and communications.

Responsibilities

Key Responsibilities:

Project and event management

- Plan, coordinate and execute logistical arrangements for events in a cost-efficient manner. Responsibilities may include arranging venues, catering, travel, parking, accommodation and A/V equipment, purchasing thank-you gifts and tracking and submitting expenses. Events may include conferences, seminars, and guest speaker visits; occasional travel required

Management of external communications:

- Maintenance of stakeholder and Ivey alumni database with contact details
- Communications regarding annual reports and events
- Draft and distribute mass and individual correspondence on behalf of Centre
- Liaise with Ivey's web support team on promotional initiatives (Ivey News, InTouch, press releases, interviews, Twitter)

Management of Centre policy report and publication processes

- Proofread and edit draft policy reports and papers
- Manage report design and printing contracts with external consultants

Financial and budget management:

- Track Centre spending on a quarterly basis to ensure spending aligns with projections for all accounts.

Activity reporting:

- Work with the Ivey Communications and Advancement teams to prepare reports for funders and other stakeholders. This may include drafting input on report layout, and design, providing information on activities including written descriptions, documented impacts and photography, proof-reading, dissemination and more.

Website operations:

- Maintain the Centre website,



ensuring that content is relevant, current, easily navigable, and consistent with Ivey communications and formatting. This includes creating and uploading content using the Umbraco management system

Administrative support for Centre Director and other staff:

- Booking meetings, arranging travel, expense claim management ¿ Support Visiting Fellow(s) and Executive-in-Residence(s) as needed

Education and Experience:

- 2 year community college diploma in Business Management or Administration
- 4 years administrative experience supporting senior management personnel and managing relationships with external clients, including senior executives

Knowledge, Skills and Abilities:

- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Ability to demonstrate patience and focus to complete detailed administrative tasks
- Ability to establish rapport with people from diverse backgrounds
- Ability to follow formal business practices with high attention to detail
- Ability to interact professionally with staff, faculty, and other internal and external stakeholders
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Ability to multi-task and maintain an organized and effective personal work environment
- Ability to summarize information and disseminate to others effectively in a timely manner
- Ability to work independently and effectively as a member of the team to achieve department goals
- Demonstrated ability to manage multiple tasks and set appropriate priorities in a fast- paced setting
- Demonstrated planning and problem-solving skills to organize own work effectively with a proactive and resourceful approach
- Demonstrated drafting, editing and coordination skills for external reports and communications
- Demonstrated ability to exercise independent judgment and flexibility
- Adapts readily and effectively to changing priorities and demands
- Demonstrated effectiveness in working in a team environment
- Competency to maintain confidentiality and treat sensitive information with discretion

Why Western?





Western offers a broad and exciting variety of part-time and temporary employment opportunities with ample room for job exploration and growth. Within our beautiful campus, you are part of a progressive work environment that promotes work/life balance including access to our state-of-the-art recreation centre. Apply for an opportunity to be part of the Western community and contribute to its success!

Affirmation Policy

Western, like many postsecondary institutions in Canada, is moving beyond sole reliance upon Indigenous self-identification in its hiring processes. This is to safeguard against the use of incorrect, incomplete, or misleading information in circumstances in which a candidate has made a declaration of Indigenous citizenship or membership. Candidates who are invited for an interview or who are short-listed, and who have made a declaration of Indigenous citizenship or membership for material advantage at Western, including where required or preferred for the position, will be asked to have their declaration of Indigenous citizenship or membership affirmed through a relational accountability process, led by the Office of Indigenous Initiatives (OII), that is consistent with Indigenous ways of knowing, being, and doing. Please contact the OII directly for details on the affirmation processes: https://indigenous.uwo.ca/. The policy can be viewed at: POLICY 1.58 - Affirming Declarations of Indigenous Citizenship or Membership at Western University.

Applying at Western

To ensure that your application is given full consideration, please complete all relevant sections of the application. In addition, you can choose to supplement your application with a cover letter and current resume. Consideration of applicants will include an assessment of previous performance, experience, and qualifications. Applicants should have oral communication skills in English.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression. Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone (phone hidden).

Please Note:

This position is an existing vacancy, to be filled internally. This position is fully in-person, in office. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

📌 Administrative Assistant, EPMC (London)
🏢 Western University
📍 London