Executive Assistant to Vice President, Academic

Found in: Jooble CA O C2 - 2 weeks ago

Vancouver BC, Canada University Canada West Full time

Position Job Title: Executive Assistant to Vice President, Academic

Location: Vancouver, BC (Hybrid)

Reports To: Vice President, Academic

Primary Purpose

The Executive Assistant will provide comprehensive support to the Vice President, Academic, ensuring the efficient operations of the Academic leadership work including projects and social engagements. The incumbent will be working in a dynamic work environment and managing high-volume and often highly confidential tasks. The role will require the ability to adapt to sudden changes and consistently uphold professional standards.

Specific Responsibilities

The Executive Assistant to the Vice President, Academic will be responsible for the following as well as other related duties as assigned to support the business objectives and purpose of UCW.

  • Works closely with the Vice President, Academic and manages their day-to-day office operations.
  • Manage scheduling, prepare meeting materials, and compile background information for appointments.
  • Exercises independent judgment and discretion to interpret and handle requests for appointments and information, routes them to others and/or handles them as appropriate.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion.
  • Compose and/or edit a variety of documents, including communications, confidential correspondence, summaries, memoranda, contracts, and proposals.
  • Create newsletters, spreadsheets, diagrams, and process maps as needed.
  • Prepare meeting agendas and take accurate meeting minutes.
  • Promptly receive and screen incoming communications, gather the necessary information to facilitate timely and accurate responses, and respond when and as appropriate.
  • Organize and maintain documents, records, and data for VP Academic.
  • Liaise with other departments to acquire information or data for academic leadership use; summarize, analyze, and present data accordingly.
  • Plan and coordinate business and social events.
  • Arrange meetings, appointments, and travel logistics for corporate travel.
  • Develop and execute special project work plans and revise, adapting as necessary to meet changing requirements.
  • Provide administrative and project management support for leadership meetings and activities.
  • Coordinating with other departments to ensure that projects are completed on time and within budget requirements.
  • Assist in defining project scope, objectives, and resource allocation.
  • Create detailed project plans, monitor progress, and manage changes effectively.
  • Measure project performance and maintain comprehensive project documentation.
  • Report and escalate issues to management as needed.
  • Support operational functions and seek opportunities for productivity and efficiency improvements.
  • Other duties as assigned.

Position Requirements

Education and Experience:

  • Bachelor’s degree in business administration, communications, or a related field is preferred.
  • Minimum 3-5 years of executive support or administrative experience.
  • Proficiency in written and spoken English.
  • Experience in project management is an asset.
  • Proficiency in Microsoft applications.

Competencies:

  • Ability to plan, coordinate, and prioritize multiple projects and tasks simultaneously to meet deadlines.
  • Demonstrated business writing skills.
  • Capability to work independently and collaboratively within a team.
  • Excellent interpersonal, oral, and written communication skills; ability to effectively communicate and interact with all individuals with integrity, empathy, and sincerity.
  • Ability to build harmonious working relationships with colleagues and clients.
  • Excellent organizational abilities.
  • Maintains a calm and professional demeanour.
  • Proven self-starter and problem solver with strong decision-making skills and a desire for continuous learning.
  • Deadline-driven and goal-oriented, performs duties with speed and accuracy without constant supervision.
  • Ability to act with tact, good judgment, and discretion and maintain confidentiality.
  • Ability to multi-task efficiently with attention to detail.

We greatly appreciate your time and efforts in applying for the position at UCW, however, please note only successful candidates will be contacted.

University Canada West is strongly committed to equity, diversity and inclusivity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons and others who may contribute to the further diversification of ideas.

The University recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.g., parental, elder care and/or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, the University will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.

If you require any accommodations at any point during the application and hiring process, please include this note in your application.

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