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Please note: jobs are posted until 11:59 pm on the job closing date.

Land Acknowledgment:

Algonquin College campuses in Ottawa and Pembroke are located on the traditional unceded, and unsurrendered territory of the Anishinàbe Algonquin People. The Algonquin People have inhabited and cared for these lands since time immemorial. We take this time to express our gratitude and respect to them and to the land for all that it has provided and will continue to provide.

Job Description:

The Assistant to the Executive Assistant, Vice President, Finance and Administration provides clerical help for administrative activities of the Office of the Vice President, Finance and Administration. This includes scheduling, preparing meeting materials, taking and drafting meeting minutes and reports, and liaising with various internal and external stakeholders, committees and community members. 

Key Responsibilities: 

Contributes to the overall efficiency and effectiveness of the Office of the Vice President, Finance and Administration.    

• Provides administrative support to the Executive Assistant, Vice President, Finance and Administration and the Vice President, Finance and Administration to ensure efficient operation of office;
• Assists the Executive Assistant in coordinating and preparing meeting materials and drafting meeting minutes in for departmental meetings and College stakeholder meetings (as required);
• Assists the Executive Assistant with maintaining a variety of confidential documents, correspondence and other records for the Office of the Vice President, Finance and Administration;
• Assists the Executive Assistant with coordinating annual team Retreats and All Admin Town Halls for the Vice President, Finance and Administration. 

Expedites the day-to-day operations of the Office of the Vice President, Finance and Administration. 

• Assists the Executive Assistant with scheduling meetings, creating deadlines and tracking deliverables to expedite work results;
• Assists the Executive Assistant with proofing, coordinating and submitting meeting materials due to various executive stakeholders of the College on a regular basis;
• Greets clients, students and staff members at the Office of the Vice President, Finance and Administration and directs their needs as to supporting departments as required;
• Retrieves, opens and sorts mail for the Vice President, Finance and Administration;
• Supports the Vice President, Finance and Administration with any day-to-day in-office requirements that arise. 

Contributes to the overall efficiency and effectiveness of College operations 

• Assists the Executive Assistant in ensuring stakeholders are informed of decisions promptly, reports are distributed, and changes are communicated, logged, and revised accordingly. 

Completes other duties as assigned.

 Required Qualifications:    

• Minimum two (2) year diploma (or equivalent) credential, preferably in the areas of Office Administration, Executive Assistant or equivalent education;
• Minimum two (2) years of demonstrated experience in an administrative assistant capacity;
• Experience in a professional office setting preferred.  

Skills and Competencies:  

• Ability to work congenially and with a high level of decorum in a fast-paced environment; (Preferably in the public sector);
• Ability to manage multiple priorities in a fast-paced environment;
• Intermediate proficiency with Microsoft Office Suite of product;
• Ability to take accurate minutes for meetings; 
• Strong organizational, time management skills and attention to detail;
• Knowledge of the principles and practices of standard administrative office procedures (e.g. developing correspondence, meetings agendas and related materials; minute taking; organizing and coordinating meetings, conferences and videoconferences; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.);
• Knowledge and comprehension of College Policies and Procedures is an asset.  

* This position is paid at Payband 6

* Vacancy is for P17948

This position requires regular on-site work at Algonquin College’s Woodroffe (Ottawa) Campus. This position is not available for remote work.  

Why Join Algonquin College?

• Compensation: Many roles offer a competitive base salary and comprehensive benefits, including health, dental, and retirement plans designed to support your well-being. Eligibility for benefits vary by position. Benefits | Careers

• Learning and Development Opportunities: Access to training, tuition assistance programs (Algonquin College Courses and Degree Completion), certifications, workshops, and professional courses that allow you to grow and advance in your career. About Us | Employee Learning and Development. Availability depends on role and employment status.

• Company Culture: Our values of caring, learning, integrity, and respect define how we interact with one another. We foster a supportive and collaborative environment. Algonquin College has been recognized by Forbes as one of Canada’s Best Employers for 2025 and one of Canada’s Best Employers for Diversity for 2024

• Inclusion, Diversity, Equity, and Accessibility (IDEA): We are proud to be the first Ontario college to implement an Equity, Diversity, and Inclusion policy, fostering an inclusive workplace where all employees feel respected and valued. Affinity Group Conversation Communities | Inclusion & Diversity & Truth and Reconciliation

• Flexible Work Arrangement Policy. Select positions are eligible for hybrid work in accordance with the College’s Flexible Work Arrangement Policy https://www.algonquincollege.com/policies/hr26/ (subject to change).

How We Use AI in Hiring:  

Algonquin College uses artificial intelligence technology to assist in screening and assessing applicants and their applications, while ensuring that all processes respect and uphold the provisions of applicable collective agreements above all else.

Accessibility:

Algonquin College values diversity and is an equal opportunity employer. We are committed to fostering an inclusive, equitable, and culturally respectful workplace. We offer an inclusive work environment and encourage applications from candidates of all backgrounds, including Indigenous peoples, persons with disabilities, members of racialized groups, and individuals from diverse communities. If you require accommodation during the recruitment process, please contact the Human Resources department at humanresources@algonquincollege.com. While we thank all those who apply, only those to be interviewed will be contacted.