Assistant To The Associate Vice-President Biella

Assistant To The Associate Vice-President
Biella
Piemonte, Biella

The Strategic Communications & Marketing Office (SCM) plays a crucial and significant role in supporting the university's strategic vision, direction, and mission.

This position reports to the AVP, Strategic Communications & Marketing, and will work closely with the senior leadership team of the Office and provide assistance to support their work and efforts in implementing the office's strategic plan in alignment with the university's strategic vision.

**Position summary**:

- Assist AVP with scheduling and meeting planning.

Manage calendar, coordinate meetings, arrange for rooms, technology, and attendees, prepare meeting materials (agendas), screen and prioritize meeting requests, and direct and respond to inquiries and requests.

- Prepare, compose, copyedit, and proofread reports, memos, general correspondence, presentations, and other material as required.

- Ensure AVP is fully briefed and prepared for meetings with proper documentation and meeting package.

- Provide executive-level support to Director of Marketing and Director of Communications.

- Primary financial administrator for the office.

Provide leadership in financial planning, managing, filing, tracking, reporting, and optimizing.

- Support annual budgeting planning process internally and with external partners.

Coordinate budget submission.

Develop and maintain a financial reporting structure.

Process, track, and analyze financial data and prepare comprehensive financial reports.

- Manage all aspects of office events by providing logístical event and meeting support.

Book and coordinate space and set-up, support and troubleshoot technical needs, oversee administration needs, coordinate food and beverage service.

- Lead all aspect of day-to-day office management to ensure operations run smoothly.

File People & Culture, financial and all other forms, ensure physical office space, equipment, systems, supplies that the team needs to operate at a high level are in good working order.

- Help manage the onboarding process for new team members including People & Culture forms, technology (phone, computer), university forms, and office setup (equipment, furniture, supplies).

- Undertake special projects and other duties and assignments, as needed.

**Requirements/Skills**:

- Post-secondary education in a related field with 7-10 years' experience in an office environment.

- Experience working at an executive level is preferred.

- Experience in budgeting and accounting practices.

- High degree of knowledge in Microsoft suite (Word, Excel, Outlook, Teams, SharePoint).

- Excellent written and verbal communication skills and the ability to exercise tact, diplomacy, and professionalism.

- Strong problem solving and critical thinking skills.

- Strategic Communications & Marketing Office is a bi-campus team and has physical offices on both campuses.

The incumbent will be required to be present in both offices as appropriate.