Reporting to the ACET Executive Director (ED) and working closely with ACET’s Corporate Operations Officer (COO) and the ACET Administrative Manager, the Administrative Assistant provides assistance in the areas of direct support and time management for the ED, as well as assisting with financial accounting and human resources for the day-to-day operations of the office. This position also provides a broad range of assistance to the rest of the ACET unit and is a first point of contact for ACET. This will include, but is not limited to: complex scheduling, financial processing, records management, event logistics, human resources support, timesheet tracing and submission, payments and other duties as delegated by the ED. This position is largely self-directed while managing and evaluating a high volume of inquiries and day to day operations duties that must be assessed quickly and accurately to support ACET’s mandate and goals. Additional direction and support for the role is provided by the ACET Administrative Manager.

This role will represent ACET when dealing with outside agencies. This role will be the first point of contact and will need to manage competing demands. The Administrative Assistant deals, with tact and diplomacy, with sensitive, restricted, or confidential matters.

Skills

Exceptional administrative support skills including the ability to deal effectively with non-routine matters and coordinate various activities, take responsibility, problem solve, and make independent decisions. Excellent office management skills with the ability to do the job with constant interruptions in an ever-changing environment with competing priorities. Self-directed with ability to work both independently and as part of a team, with demonstrated attention to detail. Strong interpersonal skills required for relating effectively with all levels of the university community and responding to enquiries from external stakeholders. Excellent organizational and time management skills with ability to effectively prioritize and execute tasks in a high-pressure, confidential and dynamic environment using keen attention to detail. Ability to respond to changing priorities and meet tight deadlines, often under pressure. Strong written communication skills for transcribing minutes and responding to enquiries from stakeholders. Understanding of event planning. Proven ability to exercise initiative, good judgment, tact and diplomacy at all times. Ability to research and assess new information, quickly identify the heart of new problems or issues, and diplomatically and knowledgeably suggest solutions.

Required

Specialized Knowledge/ Education:

High School completion or equivalent. Completion of a two-year post-secondary certificate or diploma in Office Administration and/or communications, is considered an asset. High level of proficiency in Microsoft Office Suite particularly Word, Excel, Outlook, PowerPoint, SharePoint, and Adobe is required. Thorough knowledge of best practices and methods of office procedures including records management and retention. Experience working with UVic systems such as FAST Finance, FMIS and Cascade would be considered an asset. Working knowledge of UVic policies and procedures highly desirable.

Experience

Minimum of 3 years of experience working in a senior administrative support role, preferably in an academic, research or scientific-based large or complex work environment. Minimum 2 years of experience with advanced electronic calendaring, word processing, spreadsheets, SharePoint (Connect) and presentation applications. Extensive experience formatting and editing high-quality business communications and documents; Experience with financial record-keeping, cash management, and account documentation; Experience working with financial information; working with confidential information and sensitive issues; with website maintenance; with event coordination. Experience with human resources administration and procedures. Previous university experience at the executive level is preferred. An equivalent combination of training, education and/or experience may be considered