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Executive Assistant
2 months ago
Executive Assistant to the Vice Presidents
The Justice Institute of British Columbia (JIBC) is seeking a highly skilled and experienced Executive Assistant to provide confidential support to the Vice Presidents. This is a unique opportunity to work in a dynamic and collaborative environment, contributing to the success of the organization.
Key Responsibilities:- Provide executive support to the Vice Presidents, including coordinating meetings, events, and travel arrangements.
- Manage the common executive calendar, ensuring seamless coordination and communication among the Vice Presidents and their teams.
- Coordinate logistics for VP-led events and meetings, including venue selection, catering, and audio-visual equipment.
- Liaise with external partners, post-secondary institutions, and government agencies to obtain and transmit information on behalf of the Vice Presidents.
- Prepare reports and presentations for the Vice Presidents, researching and gathering information as needed.
- Manage reconciliation, signing, and processing for each VP, including vacation requests, invoices, and expenses.
- Coordinate special projects as assigned by the Vice Presidents, including data collection, research, analysis, and reporting.
- Manage the common executive calendar and ensure the Vice Presidents are aware of organizational events.
- Coordinate weekly VP meetings and create and maintain secure common filing and records systems.
- Provide coordination and administration for the Senior Leadership Council (SLC), including meeting management and coordination.
- Provide coordination and administration for organizational activities and initiatives.
- Manage process for tracking staffing decisions for the organization.
- Support the annual planning and reporting processes, working closely with the VP, People, Culture and Organizational Planning.
- Maintain a commitment to equity, diversity, and inclusion, including Indigenization.
- Understand and champion organizational strategic and business goals.
- Recommend continuous improvement initiatives and innovative approaches to increase the effectiveness and efficiency of the portfolio.
- Minimum of two-year diploma or Associate Degree in a relevant discipline, Bachelor's Degree preferred.
- Five years of recent related experience providing support at a senior executive level in a unionized setting, preferably within post-secondary education.
- Knowledge and experience with professional administrative practices, including minute-taking.
- Experience supporting financial processes, including invoice processing and expense reconciliation.
- Discretion and judgment in working with confidential information and materials.
- Advanced computer skills, and proficiency with common software programs (particularly the Microsoft suite and Teams).
- Exceptional writing skills, including the ability to draft professional documents, proposals, and reports.
- Excellent communication and interpersonal skills for managing frequent and varied interactions with staff, leaders, and external partners.
The Justice Institute of British Columbia is a public, post-secondary institution that provides education and training to those who support British Columbians and others around the world in justice and public safety.
What We Offer:- Total compensation package, including a benefit plan and enrollment in the College Pension Plan.
- 20 vacation days and 10 Personal Days annually (pro-rated in first year).
- Generous other leave entitlements.
