Brock University Students Union Job Posting

Job Title:

Executive Assistant

Start Date:

September 2016

Location:

On-Campus

End Date:

April 2017

Salary:

$12.00

Hours:

Supervisor:

President of Brock
Student Union, (works
with BUSU Executives
and General Manager

Posting
Open:

September April
(10-20 hours per week)
Sept. 21, 2016

Applications
Accepted By Email:
Or in person at
BUSU Office

Jackie McCollom
apply@busu.net

Posting
Close:

Sept. 28, 2016

This posting is an excerpt from the Job Description which outlines the job in its entirety.

SECTION 1: PRIMARY FUNCTION

Provides administrative assistance to the BUSU Executive and General Manager through
the BUSU President.
Responsibility 1: Administrative Support
A. Provides administrative support to the President and vice-presidents by:
a. Ongoing coordination of electronic calendars, while ensuring the contents fit
with the personal preferences and specifications of each party.
b. Organizes meetings and appointments and resolves conflicts in scheduling.
i. Often meetings include other top level executives/administrators both
on and off campus.
c. The Assistant will screen most incoming contacts and communications and to
ascertain the level of urgency and complexity before deciding to pass them
appropriate channels or choose to deal with them once preferences are
establish with their supervisor or member they are assisting.
d. Organizes items by order of importance and follows-up on urgent or pressing
matters.
e. Providing support for Visa reconciliations, cheque requisitions and invoice
coding
f. Prepares issue briefings and organizes meeting materials. Storing files and
producing them upon request.
g. On occasions attending meetings on behalf of the President, BUSU Executives
or General Manager.
h. Any other administrative tasks as a reasonably assigned by the President.
i. Serves as principal administrative contact for the president and liaison with all
University constituents and external contacts
j. Provide relief for administrative assistant at the front desk of BUSU when
required; thereby answering and routing phone calls and possibly handling a
wide range of administrative duties normally completed by the administrative
1

Brock University Students Union Job Posting

assistant.

Responsibility 2: Research
A. Gathers information on topics including but not limited to political leaders,
community leaders, organizations and services
B. Compiles research findings into report format. Holds copies of research findings for
future uses.
C. Researches, prepares, briefs and debriefs executives for certain meetings as
directed by the president in conjunction with the General Manager and the Clubs
and Governance Manager
D. Reads all committee reports to stay informed with BUSAC business.
E. May be asked to provide input; contribute to logistic planning and execution on
various University and Students Union committees.
Section 2: Human Relation Skills
A. Daily contact with the BUSU president, Executive and General Manager
B. Occasional contact with members of BUSAC, Directors of the Board, University Staff
or administration to support initiatives by providing information
C. Confidentiality will come in contact with confidential information at the Board and
Executive levels concerning BUSU and Brock University. Must be capable of
maintaining confidence.
D. Ability to provide feedback in a positive and constructive manner.
Section 3: Additional Information
A. Meets with the President roughly 3 times per week
B. On occasion relieves the Administrative Assistant of her duties at the front desk
Section 4: Working Conditions
PHYSICAL EFFORT
The majority of the work does not require a high level of physical activity. However, from
time to time some physical labour may be required i.e. moving materials around the office,
or striking decorations and other items for special events
PHYSICAL ENVIRONMENT
Standard office environment in the Presidents Office or at the Front Desk; occasional
driving to off-campus business or community events, and traveling to professional
conferences.
SENSORY ATTENTION
2

Brock University Students Union Job Posting

Working on a computer, working with and communicating with students, staff and
community members. Need to listen intently and pay attention to body language when in
meetings.

MENTAL STRESS
This position requires attending night meetings from time to time and working some
weekends. Also, it includes some traveling to conferences and events. The Executive
Assistant must be able to work flexible hours in order to be successful. Must be able to
work in fast paced environment and work through complex situations.
Section 5: Additional Qualifications

Legally eligible to work in Canada

Must be a registered undergraduate student at Brock University during the term of
their employment

The above statements are intended to describe the general nature and level of work being
performed by people assigned to this classification. They are not to be construed as an
exhaustive list of all responsibilities, duties, and skills required of personnel so classified