Executive Assistant VP College Services/CFO

Main Duties and Responsibilities:

Provides confidential administrative/secretarial support for 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 and analyzing information.
• 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 utilizing filing and retrieval systems.
• 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 results as needed.
• when required, support other College Services departments for ad-hoc projects such as the annual retirement dinner, credential completion, budget document entry, facilities business case development.

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.
• 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.
• Prepare documents and reports for submission to the Ministry that supports the overall mission of the College
• Plans and organizes recurring college events as identified by the VP College Services, CFO.
• Performs other duties assigned by the VP College Services, CFO.

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 short-term, full-time position commencing June 15, 2023, and ending August 28, 2024. Salary and benefits are in accordance with the Administrative Staff and Benefits 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 ($55,766.00 - $74,355.00).