Executive Assistant, Facilities and Sustainability

7 months ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**
- Regular hours of work are 8:30 am - 4:30 pm, Monday to Friday.
Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered. On top of this, we offer:
- Competitive extended benefits,
- Family-friendly benefits (including top-ups for maternity/parental leaves),
- Generous time-off benefits (vacation and sick leave days),
- Defined benefit pension plan with employer contribution,
- Free access to Employee Assistance Program (EAP) and TelaDoc,
- Continuous professional development opportunities (e.g. PD funding, tuition waivers, free courses, free access to LinkedIn Learning courses, College-provided workshops, etc.),
- Free access to the campus fitness centres, along with free fitness classes, and
- Discounted rates on wireless phone plans, car rentals, and pet insurance.

**What Douglas Offers**

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

**The Role**
- Reporting to the Associate Vice President, Facilities and Sustainability, this position provides confidential administrative support to the Associate Vice President’s office and constitutes the formal channel through which sensitive, emergent, and confidential matters reach the Associate Vice President. The Executive Assistant is responsible for effectively screening and identifying matters requiring the Associate Vice President’s attention and for bringing them forward in a timely manner.
- Decisions of the Executive Assistant impact the efficient administrative management of the Associate Vice President’s office. The Executive Assistant communicates with Executive Assistants for other College divisions, College administrators, senior officials of other educational institutions, government agencies, College faculty and staff, College Board members, private organizations and industry. In the absence of the Associate Vice President, this position is accountable for prioritizing and re-directing issues to an alternate administrator.**Responsibilities**
- Under the general direction of the Associate Vice President, Facilities and Sustainability, the Executive Assistant is accountable for the following_:_

**Confidential Executive Support to the **AVP**
- Acts as the first point of contact to the Associate Vice President for individuals within the College, as well as for students and representatives of outside organizations such as government agencies, other education organizations and service providers; exercises judgment in determining the information to be provided and/or refers to the appropriate individual as required.
- Serves as a liaison with internal and external contacts, including College administrators, faculty and staff, in the resolution of day-to-day administrative and operational problems, and provides information, including interpretation of established College policies, procedures, and regulations.
- Coordinates, prioritizes, and manages the Associate Vice President’s calendar; independently troubleshoots if meeting conflicts occur and/or urgent matters arise that need immediate attention; ensures the Associate Vice President has necessary materials in preparation for meetings.
- Receives all correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining information pertaining to requests and/or referring to appropriate individual(s) as required; follows up as necessary.
- Develops and maintains secure record systems for documents and files of a confidential or sensitive nature.
- At the request of the Associate Vice President, prepares draft correspondence, presentations, agreements, reports and position papers, many of a highly confidential nature and/or complex nature.
- Coordinates special projects as assigned by the Associate Vice President. Undertakes data collection/research and analysis, and prepares summary reporting on items as requested.
- Organizes and coordinates meetings, interviews, events, and activities for the Associate Vice President and departmental staff as required, including venue, travel and logistics, itinerary, event registration, and prepares supporting documentation as required. Assists with the development of administrative procedures and recommends improvements as appropriate. **Committee Support**
- Assists with preparation of materials for Senior Management Team and Board/Committee meetings, including the College Board’s Campus Planning Committee.
- Organizes meetings of the Campus Planning Committee of the College Board, in virtual or in-person formats; prepares the agenda, attends the m

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