Executive Assistant, Vice President College Services

Selkirk College
Posted 3 months ago
Castlegar,
$61,316.00 - $81,755.00 per year
Full Time

Job Description

Selkirk College is committed to building an environment that celebrates diversity, fosters inclusion, provides culturally safe spaces and empowers underrepresented voices. We are proud of the Indigenization Plan and Equity, Diversity & Inclusion Action Plan that guide our work, and we actively seek to hire candidates whose values and experiences align with the principles and goals of these plans.

We recognize the need for interventions to overcome systemic barriers to enable inclusion, participation and belonging for individuals with diverse lived experiences. Candidates who don’t have the exact experience or credentials listed in a job posting should still consider applying for roles where they think they’d make a great fit. We are looking for more than what a resumé can show.

Main Duties and Responsibilities

  • Provides confidential technical and administrative support to the VP by:
    • Answering calls and emails, assisting visitors, and making referrals as required.
    • Preparing timely responses to a variety of routine written inquiries.
    • Researching, preparing, and routing a variety of correspondence, drafting letters and documents, collecting, compiling and analyzing data.
    • Initiating and supporting core functions and processes.
    • Coordinating background information and materials for VP in advance of public speaking events, meetings, and appointments.
    • Planning, organizing, and coordinating special events.
    • Preparing reports by collecting and analyzing information.
    • Attending meetings, recording, transcribing, preparing, and distributing minutes.
    • Collecting, formatting, assembling, coordinating, and distributing agendas, presentation materials and notices of meetings.
    • Developing, implementing and maintaining records management systems and office procedures to ensure efficient and timely workflow.
    • Maintaining office supplies inventory, anticipating required supplies, evaluating new office products, placing and expediting purchase orders, verifying receipt of supplies and submitting invoices for payment.
    • Maintaining professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies; and
    • Contributing to team effort by accomplishing related results.
  • Plans, organizes, and maintains the daily schedule and calendar for the VP by:
    • Scheduling and coordinating meetings and events.
    • Anticipating need for and preparing meeting materials ahead of time.
    • Organizing room bookings and meals.
    • Coordinating travel and lodging arrangements; and
    • Informing the VP and others of essential timelines.
  • Supports the Board Finance and Audit Committee by:
    • Maintaining the Board Finance Moodle site; and
    • Assisting Board members with the use of Moodle.
  • Supports the directors and other team members within the College Services division on various duties. For example: tuition remission, contract registry and UCIPP reporting.
  • Supports several specific or ad hoc committees in and outside the divisions. For example: IT governance, space utilization committee and project steering committees.
  • Serves as a liaison between the Provincial ministry staff and management, faculty and support staff.  Interacts with other departments and units, in the resolution of confidential, day-to-day administrative and operational problems.
  • May provide short-term coverage for other Executive Assistants.
  • Travel may be required.
  • Performs other duties assigned by the supervisor.

Skills, Knowledge, and Abilities

  • Significant ability for discretion and confidentiality in handling sensitive issues.
  • Exceptional customer service orientation with ability to multi-task and meet deadlines.
  • Excellent written and verbal communication and interpersonal skills.
  • Demonstrated time management and organizational skills.
  • Proficient in word processing, minute taking, spreadsheets and scheduling applications.

Education and Experience

  • A post-secondary education in Business Management, Communications, English, Office Administration or a related discipline. Candidates with other combinations of education, training and experience may be considered.
  • At least 3-5 years progressive administrative responsibilities.
  • Strong personal interest and commitment to the College’s mission and vision.

This is a regular, full-time (100%) position commencing December 1, 2024. Salary and benefits are in accordance with the Administrative Staff and Benefit Program. Based on qualifications and experience, the compensation is in accordance with the Exempt Compensation Framework which is aligned with Selkirk’s compensation philosophy. As such, the position will be placed on Grid Level 5 between the minimum and control/mid-point ($61,316.00 – $81,755.00).

Additional Info

Location

Castlegar

Department

College Services

Subdepartment

Administration

Employee Group
Exempt
Recruitment Type

Internal / External

Appointment Type
Regular
FTE
100
Hrs / Week
35
Desired Start Date
01/12/2024
Closing Date
08/11/2024
Competition #
14169
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Contact Information