Our client is looking for an Executive Administrative Assistant for a contract position.

Duties of Executive Administrator:

- Serves as the first point of contact for the OVPRI, assessing, addressing, and/or redirecting internal and external inquiries, issues, and concerns as appropriate;

- Provides a broad range of administrative support within the OVPRI, including drafting and editing complex, highly sensitive, and confidential correspondence; researching and drafting reports, presentations, and other documents; monitoring mail, maintaining mailing and contact lists, tracking deadlines, reporting requirements, access, and passwords; monitoring and maintaining memberships and sponsorships;

- Maintains executive leader calendars, liaising with internal and external stakeholders to schedule appointments and meetings, preparing agendas and meeting materials, coordinating logistics for meetings, recording and distributing minutes, coordinating event registration, and developing itineraries and arranging travel as required;

- Supports confidential strategic projects and initiatives, including conducting research, gathering statistics, and monitoring and reporting on progress and milestones from inception to completion;

- Coordinates, tracks, and reports on annual team goals and objectives;

- Supports the development and posting of Research and Innovation policies and procedures, monitors their status, coordinates review and updating as required, and serves as a resource on content and application;

- Supports the ongoing development and maintenance and maintains an inventory of SOPs for Research and Innovation systems and processes;





- Coordinates the review and signing of complex, confidential, and sensitive documents by authorized executive leadership;

- Maintains a comprehensive, accessible filing system;

- Supports the planning and delivery of Research and Innovation meetings, events, and workshops;

- Monitors and orders office supplies, maintains subscriptions, and schedules equipment

maintenance;

- Represents Research and Innovation at events and meetings as required;

Human Resource and Personnel Matters

- Supports confidential human resource and personnel administrative processes within

the OVPRI portfolio, including preparing personnel letters;

- Assists with the preparation of job descriptions and advertisements; development and

submission of requisitions and recruitment materials; and coordination of recruitment

and search processes;

- Supports human resource management, including onboarding and training of staff,

attendance, and flexible work arrangements in accordance with Human Resource,

University, and departmental policies and guidelines;

- Maintains and reports on a comprehensive calendar tracking planned absences, flexible

work arrangements, and travel;

- Recruits, hires,



and onboards student employees; assigns and oversees work; signs and

submits payroll forms and timecards, and completes post-employment reporting where

required;

- Administers, files, and tracks non-disclosure agreements and required training for all

OVPRI employees;

- Supports Research and Innovation financial administration processes,

including generating and submitting journal entries, expense reports, purchase

requisitions, invoices and invoicing, and setting up recent vendors as required;

- Tracks and reconciles commitments and funding from OVPRI accounts as required;

- Collects data and supports financial projection and reporting activities;

- Maintains and reconciles purchasing card statements and receipts for executive

leadership and reviews purchasing card statements for policy compliance and one-up

authorization;

- Supports purchasing on behalf of OVPRI;

- Prepares meeting packages, including meeting materials, files, and documents required

for all committees that executive leadership are members of and/or chair;

- Serves as recording secretary for various committees, attending meetings; preparing

and responding to correspondence; creating and circulating agendas, meeting minutes,

and meeting materials;

- Reviews and follows up on committee action items to ensure tasks are completed;

- Tracks committee progress as required.

Hours and Compensation of Executive Administrative Assistant:

· Monday to Friday 8:30am-4:30pm

· $34.08/hour

Pay: $34.08 per hour

Experience:

- Executive Administrator : 3 years (required)

Work Location: In person

📌 Executive Administrative Assistant (Windsor)
🏢 Express Employment Professionals
📍 Windsor