Job Summary
We are seeking a detail-oriented and organized Administrative Assistant to support our Students' Union operations. The ideal candidate will have strong clerical skills, excellent communication skills, and proficiency in office software and record-keeping. This role involves managing daily administrative tasks, creating meeting packages and minutes, and organizing and scheduling committee meetings. Two years of relevant experience through work placement, employment, or other means is required. The position offers an opportunity to work in an environment where organizational and interpersonal skills are highly valued.

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Responsibilities

• Schedule committee meetings, in consultation with the committee chairs, ensuring each committee is meeting at its required minimum frequency and maximizing the availability of committee members.

• Prepare meeting agendas for required committee meetings and all Students' Representative Council (SRC) meetings, in consultation with the committee chair.

• Record the minutes of required committee meetings and SRC meetings, including all General meetings.

• Prepare distribution packages for committee reports for SRC meetings and General meetings.

• Ensure required committee meeting minutes and SRC meeting minutes are stored in an organized and accessible file.

• Assist in the publication, distribution, and promotion of all minutes, meeting packages, and job hiring postings.

• Assist in the talent acquisition process, including but not limited to part-time managers and staff, the CFO, and temporary consultants.

• Ensure the organization of office supplies and maintain a clean, professional workspace

• Maintain up-to-date copies of MSVUSU's constitution, bylaws, & policy documents, ensuring organizational operations are compliant.

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Experience

• Two years of relevant experience through work placement, employment, or other means

 

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

• Superior interpersonal and communication skills

• Motivated team player & independent thinker

• Ability to build effective relationships with internal and external stakeholders

• Comfortable managing multiple requests, meeting deadlines, and collaborating with faculty and staff to develop solutions

• Committed to continuous improvement of administrative processes

• Organized

• Project management

• This position is integral to maintaining an efficient office environment through excellent organizational and interpersonal skills. Candidates who are proactive, dependable, and eager to contribute to a team will thrive in this role.