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Internal Job Postings


Executive Assistant to the President 

Newman Theological College is a Roman Catholic School of Theology committed to theological education and missionary discipleship. The College prepares laity, religious, and ordained ministers for Christian service and leadership in Western Canada and beyond. Our vision is to develop life-long disciples and ministers of Christ through the formation of minds and hearts.

We have an exciting opportunity for an Executive Assistant. This is a full-time position of 35 hours per week. Reporting to the College President, this team member will be responsible for administrative support to the Office of the President and the Academic Dean; assists the President and Academic Dean in furthering the goals of the College; Coordinates Board actions with the College, and represents and carry out the duties of the Executive Office. 

Reporting to the President, the Executive Assistant (EA) works in a fast-paced, dynamic environment and provides comprehensive and integrated administrative support to the President and the Academic Dean.

The EA plays a significant and diplomatic role in the confidentiality of the President’s office and maintains excellent relationships with internal and external counterparts to ensure open communication, effective and efficient planning, scheduling and responses. The successful candidate will be a highly skilled professional with more than three years of senior-level administrative experience whose track record demonstrates the following: excellent written and verbal communication skills; judgement and discretion; ability to work on multiple assignments; ability to quickly shift priorities, think outside of the box, be solution focused all while being able to work independently and collaboratively as the situation dictates. 

Duties:

  • Organizes and anticipates the President and Academic Dean’s needs when providing support on the day-to-day activities and can generate specific actions without consultation based on understanding the President’s needs.
  • Monitors and manages the President’s and Academic Dean’s email, calendar, travel and meeting material requirements, which includes long-term planning for recurring events, the anticipation of events, committee meetings, strategic blocking of time, negotiating meeting times for internal and external administrators, liaising with other offices to ensure their availability for events/meetings, and rearranging schedules in response of emerging priorities.
  • Receives, prioritizes and prepares correspondence and drafts (external and internal) memos, letters, reports, presentations, agendas, meeting materials, and minutes; the material is frequently confidential.
  • Provides advice, counsel, options, and recommendations to the President and Academic Dean on a wide range of issues and provides a confidential sounding board for ideas, plans and policy matters
  • Researches and prepares correspondence and reports and proofreads and edits reports before finalization and distribution.
  • Manages and prioritizes workflow to meet deadlines and responds to changing demands for the President and the Academic Dean, including project tracking, monitoring, developing and managing ongoing and upcoming items to ensure timely and effective decisions and follow-up.
  • Coordinates room bookings with third-party vendors.
  • Provides support to the President and Academic Dean as required.
  • Maintains a high level of professionalism and confidentiality concerning all activities

Qualifications:

  • Office Administration Certificate with 3-5 years of senior administrative experience preferred;
  • A high school Diploma with equivalent combinations of education and significant experience may be considered.
  • Experience supporting leaders at the executive level.
  • Ability to work with sensitive and confidential materials and maintain a high level of confidentiality.
  • Excellent organizational and time management skills; ability to multitask.
  • Demonstrated ability to take the initiative, prioritize and navigate shifting priorities.
  • A demonstrated ability to consistently and effectively apply high-level critical thinking and decision-making skills in a high-volume, fast-paced environment.
  • Demonstrated competencies in areas of professionalism, leadership, organizational understanding, teamwork and flexibility/adaptability.
  • Brings service excellence and a can-do attitude focusing on solutions that align with the unit and the vision of the College.
  • Excellent communication (written, verbal and listening) and interpersonal skills.
  • Ability to work independently with minimal supervision and perform tasks accurately with attention to detail.
  • Experience in planning and coordinating special events.
  • Demonstrates a passion for the College’s mission as a Catholic institution preparing students for ecclesial ministry, education in the Catholic intellectual tradition of the liberal arts, and evangelization. 
  • Knowledge and appreciation of the Catholic faith is a definite asset. 
  • Excellent computer proficiency using Microsoft Office and web-based applications.

      If you are interested in this unique opportunity, please forward your resume including cover letter to HR@newman.edu as soon as possible. This opportunity will remain available until successful applicant is selected. We thank all applicants for their interest, however, only those selected for an interview will be contacted.


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