Competition Number: J0726-0873 Position Title: Executive Assistant to the Dean Position Number (Final): 00506378 Vacancy Type: Existing Position Employee Group: Support Staff Job Category: Administrative Department or Area: SSB Dean's Office Location: Kingston, Ontario, Canada (On-site) Salary: $70,471.00 - $85,934.00/Year Grade: 08 Hours per Week: 35 Job Type: Permanent (Continuing) Shift: 7 Monday - Friday Number Of Positions: 1 Date Posted: August 12, 2026 Closing Date: August 26, 2026

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Job Summary

Reporting to the Dean, Smith School of Business, the Executive Assistant (EA) provides executive support to the Dean, which includes the organization and management of the Dean’s calendar and travel, coordination of communications on behalf of the Dean and support with the overall execution of projects that are led from the Dean’s office.

This is a highly visible and responsible position with significant overall impact on the effectiveness and reputation of the Office of the Dean. Due to the intricacy of managing the Dean’s time and priorities in a demanding and multifaceted office, the incumbent must function with an exceptional level of professionalism, confidentiality, accuracy, effective judgement and efficiency. The incumbent frequently interacts with university senior administrators, faculty, staff, students, and alumni to facilitate an appropriate flow of information on numerous complex and sensitive issues between the Office of the Dean and internal and external stakeholders.

KEY RESPONSIBILITIES:

- Briefs the Dean on upcoming commitments; directs, plan and supports the schedule for the Dean to maximize the use of their time during an extended workday.
- On behalf of the Dean, triage issues that arise to determine action requirements.



Liaise with appropriate team members to ensure timely follow-up and resolution.
- Prepares meeting materials, briefing notes, itineraries, speaking notes, travel, and accommodation arrangements, etc. to ensure that the Dean is prepared for scheduled commitments; ensures follow up required by the Dean is tracked, delegated and completed.
- Drafts correspondence and documents for the Dean, ensuring that all correspondence is dealt with according to sensitive and confidential protocols, is prepared and distributed in a timely manner, and proofread and edited appropriately.
- Support the Dean’s office with communications for the internal Smith community and specific external stakeholders
- Where required, work with the Dean’s office to prepare, coordinate, and review, reports, presentations, speeches, speaking notes and other communications for the Dean
- Maintains an effective system to bring forward documents, reports, and other annual deliverables timely manner, including review by other senior stakeholders.
- Liaises with and facilitate effective communications between the Office of the Dean and all Smith stakeholders.
- Leads special projects as assigned; this may include research, coordination of appropriate involvement of key stakeholders, preparation of background materials and briefing notes for special projects.
- Supports special committees as required by drafting communications, acting as a main contact and first line of support to committee members and coordinating all subsequent action items to keep substantive projects on track.
- Performs office management duties and participate in administrative planning and development of procedures or policies.
- Plans, initiates, and oversees the development of projects ensuring project goals are clearly defined and objectives are met with within set timelines.
- Identifies opportunities for business process improvements. Develops long-range plans, determines and assigns priorities to meet objectives.

REQUIRED QUALIFICATIONS:

- A University degree combined with several years of relevant experience in a senior administrative role, providing executive support to senior leadership positions
- Strong knowledge of senior level office practices and the ability to anticipate the needs of senior management and respond appropriately as required.
- Familiarity with a broad range of the University’s policies, procedures, regulations is considered an asset.
- Consideration may be given to equivalent combination of education and experience.

SPECIAL SKILLS:

- Excellent organizational and planning skills with the ability to implement complex projects and coordinate multiple initiatives effectively, ensuring deadlines are met by various stakeholders.
- Well-developed written and verbal communication skills to build cooperative relationships and work effectively with a diverse group of people, both internal and external to the University. Strong interpersonal skills to interact professionally and effectively with all levels within the University.
- Must demonstrate independent initiative, excellent judgement, and the ability to prioritize work in a highly complex and fast-paced environment with minimal supervision.
- Ability to effectively compile and synthesize information from multiple sources to lead,



and/or recommend projects or initiatives to improve the faculty services and operations.
- Strong ability to problem-solve, exercise discretion, and know when to involve the Sr. leadership or the Dean in decision-making. Must have the ability to recognize and maintain confidentiality and handle confidential information in an appropriate manner.
- Service oriented and capable of dealing with a wide variety of constituents in a professional and respectful manner.
- High level of attention to detail and accuracy with strong analytical, interpretive, and problem-solving skills.
- Ability to adapt to changing technology and implement new processes to increase productivity.

DECISION MAKING:

- Provides advice, support, and guidance on a wide variety of complex matters related to the Dean’s Office.
- Makes frequent decisions regarding management of the Dean’s schedule, including prioritizing the urgency of a request, the possibility of delegating the request, using judgment and diplomacy to schedule/reschedule appointments in response to unexpected events that can present significant risk if not handled appropriately.
- Responds to incoming emails, letters and telephone calls and knows when to delegate to senior administration and/or advise the Dean.
- Resolves administrative issues related to the management of the office and various projects.
- Recognizes when there is a risk of missing deadlines and manages appropriately.
- Decides on content for correspondence, briefing notes and makes recommendations on research and project initiatives to the Dean. Ascertains approach, tone, content, and substance in preparing correspondence, agendas, briefing notes, presentations, reports and proposals for a variety of audiences.
- Identifies and recommends changes to processes and procedures to facilitate more effective activities and operations of the Dean’s Office and Faculty Services Office that have Faculty-wide implications.
- Works closely with senior administration to ensure appropriate documentation and coordination of activities and operations within the Faculty.
- Assesses the nature of questions or problems and determines when to handle personally and when to escalate. Determines best approach to solve problems.
- Exercises discretion when providing information to internal and external stakeholders based on privacy and confidentiality requirements.
- Makes effective recommendations on level of discipline up to discharge and probationary termination.
- Develops meeting invitation and preparation material and decide optimal method for distribution.
- Prioritizes own work and time, setting schedules to meet deadlines and fulfill responsibilities.
- Identifies and resolves complex issues independently, only referring complex problems to senior staff.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].

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📌 Executive Assistant to the Dean (Kingston)
🏢 Queen's University
📍 Kingston