Job Details

NON-UNIONIZED POSTING

IMPORTANT: Effective immediately

Deadline to apply: June 2, 2025

In accordance with ministerial directives issued by the Secrétariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1, 2024, only applications from employees with regular employment status at the College and within the college network will be considered for positions that are not directly serving students.

JOB SUMMARY:           UNDER THE DIRECT SUPERVISION OF THE DIRECTOR GENERAL, THE EXECUTIVE ASSISTANT PERFORMS A FULL RANGE OF ADMINISTRATIVE SUPPORT ACTIVITIES USING CONSIDERABLE INDEPENDENT JUDGMENT. THE EXECUTIVE ASSISTANT WORKS IN A TEAM ENVIRONMENT AND ACTS AS A LIAISON BETWEEN THE DIRECTOR GENERAL AND THE COLLEGE’S MANAGEMENT TEAM. THE ASSISTANT SUPPORTS THE DIRECTOR GENERAL IN THE COMPLILING OF PRELIMINARY ANLATYCAL AND SUMMATIVE INFORMATION AS NEEDED. 

RESPONSIBILITIES: 

OFFICE OF THE DIRECTOR GENERAL

General Administration

Provide highly efficient administrative and analytical support while maintaining confidentiality and discretion:
• identify matters of priority for the attention of the Director General, schedule necessary meetings, gather relevant background material and prepare agenda;
• analyze all incoming correspondence, reports and submissions ensuring any supporting or clarifying information and any personal comments or recommendations of relevance are attached;
• follows up on all requests addressed to the DG, particularly those from government or ministerial authorities, the Fédération des cégeps, the internal community, external parties, etc.;
• in the absence of the Director General, ensure that urgent matters are first brought to the attention of the Director General via electronic devices (e-mail, cell phone etc) and when necessary, to the attention of either the Academic Dean or other appointed officer;
• compose letters and memoranda in English and French;
• respond to telephone and e-mail as requested by the Director General;
• screen complaints, requests, etc. and act where appropriate or refer to other College department(s);
• review all outgoing correspondence, reports and submissions for format, grammatical accuracies and completeness, requesting additional or clarifying information if required, to provide a complete and expeditious reply;
• establish and maintain a reporting control system with the College staff to ensure that the Director General’s requests are monitored;
• maintain Director General’s agenda and schedule appointments;
• gather, analyze and process data or information with a view to assisting in preparation of Power Point presentations and summary reports according to specifications of Director General and in anticipation of DG commitments; • maintain a thorough knowledge of the College organization, its objectives, goals, issues and current priorities.
• manage the Director General’s section of the College intranet, and other storage platforms (e.g. SharePoint);
• monitor the use of the Director General’s electronic signature;
• maintain the Directors’ vacation schedule;
• record the absences/vacations of the Director General, Directors and TEPAs for the Foundation
• perform other duties as requested.
Meetings and Events
Coordinate meetings, conferences and special events between the Director General and senior management staff, other colleges and universities, outside agencies, politicians, representatives of government departments and agencies (international, federal, provincial and municipal), private sector organizations, companies and private citizens:
• greet visitors to the Director General’s Office;
• arrange for special services (meals, parking, etc.);
• arrange special events;
• arrange travel, accommodation and/or other arrangements;
• when requested, attend meetings, take and transcribe minutes.
Special Projects
Responsible for leading and executing special projects for the Director General Office (i.e.: Strategic Plan revision, Quality Assurance initiatives, etc.)
Budgets
• monitor and follow-up of budgets and financial reports for major projects (internal and government);
• monitor approved budgets;
• update the Director General regarding office expenditures and advise of any discrepancies;
• prepare and process invoices and payments for Director General’s accounts;
• authorize expenditures within an authorized delegated authority
Board of Governors:
• recording Secretary to the Board of Governors;
• prepare Board resolutions and extracts including translation;
• follow up on Board decisions – transmission to MEES of decisions and appointments where applicable;
• organize elections for Board members and participate in the process– students, parents, support staff, faculty;
• Interact directly with MEES administrators to ensure timely appointment of Board members
• update and provide list of socio-economic and business community organizations;
• organization of information for Board decision on certain categories of Board members;
• liaison and administrative arrangements with Board members;
• organize Board meetings/receptions;
• organization and operations of D.G. and A.D. selection committees;
• prepare the Board and Executive Committee meetings including: agendas, minutes and materials including delivery of same, ordering food, issuing certificates, updating lists, creating minute indexes, arranging for new members’ packages.

• Compile Board survey results and prepare reports for analysis.

QUALIFICATIONS:
Education
DEC – preferred in Business Administration - General Administration or equivalent
Specific Requirements:
• 3 years directly related experience
• excellent digital knowledge and of Microsoft Office applications
• superior knowledge of office procedures
• good organizational skills
• English – advanced oral and written
• French – advanced oral and written
• superior ability to deal pleasantly, tactfully and discretely with people
• ability to work autonomously and cooperatively with minimum supervision

Testing may be required to demonstrate knowledge of:

- English advanced (oral and written)
- French advanced (oral and written)
- Word (Intermediate)
- Excel (Intermediate)