Executive Assistant, VP College Services and VP Students and Advancement: Competition #142

An Internal/External Posting in the Exempt Employee Group.

Castlegar

Posted: Wednesday, August 01, 2018
Closes: Thursday, August 09, 2018

Reporting to the Vice President College Services/CFO and Vice President Students & Advancement this position provides confidential administrative support to the VP College Services/CFO and VP Students & Advancement.

Main Duties and Responsibilities

Provides confidential technical and administrative support to the VP’s 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 the VP’s in advance of public speaking events, meetings and appointments
• Planning, organizing and coordinating special events and 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 and implementing records management systems and office procedures to ensure efficient and timely workflow
• Maintaining office supplies inventory by checking stock to determine inventory level; anticipating required supplies; evaluating new office products; placing and expediting purchase orders; verifying receipt of supplies
• Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contributing to team effort by accomplishing related result

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 and coordinating travel and lodging arrangements
• Informing the VP and others of essential timelines

Supports the Board Finance Sub-committee and a number of other specific or ad hoc committees in the two divisions

Serves as a liaison between the 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 the other Executive Assistants

Travel may be required

Performs other duties assigned by the supervisor

 

Skills, Knowledge and Abilities

• Demonstrates a significant ability for discretion and confidentiality in handling sensitive issues
• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Demonstrated time management and organizational skills
• Ability to multi-task and meet deadlines
• Service oriented
• Proficient in word processing, minute taking, spreadsheets and scheduling applications

 

Education and Experience

• 2 year diploma in a related field
• Minimum of 5 years related senior level administrative assistant experience

 This is a temporary, full-time leave replacement position commencing August 18, 2018 and ending December 21, 2018 with possibility of an extension.  In accordance with the Administrative Staff Employment and Benefit Program, the salary range is grid level 4 compensation range $45,349.00 - $60,465.00 (Minimum-Market) with a Maximum of $ 63,488.00 (at a 100% appointment) and is based on qualifications and experience.

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