Executive Assistant, Avp Technology and Cio

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 daily 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, Technology and Chief Information Officer, 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 position communicates with senior officials of other educational institutions, government agencies, college faculty and staff, private organizations and industry. During the absence of the Associate Vice President, this position is accountable for prioritizing and re-directing issues to an appropriate source.

**Responsibilities**
- Under the general direction of the Associate Vice President, Technology and Chief Information Officer, the Executive Assistant, AVP Technology and CIO 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 students and representatives of outside organizations such as government agencies, other education organizations, service providers, etc.; 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 Management, Faculty and Staff, in the resolution of day-to-day administrative and operational problems; 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 the meeting.
- Receives all correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining information pertaining to a request, or referring to appropriate individual as required; follows up as necessary.
- Develops and maintains secure record systems for documents and files of a confidential or sensitive nature; e.g. budget submissions, performance evaluations, potential program or personnel changes, personnel records, strategic goals and objectives.
- At the request of the Associate Vice President, prepares draft correspondence, presentations, agreements, reports and position papers, many of a highly confidential nature.
- 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; prepares supporting documentation as required.
- Coordinates special projects as assigned by the Associate Vice President; undertakes data collection/research, analysis, and summary reporting on items as requested.
- Assists with the development of administrative procedures and recommends improvements as appropriate.

**Budget/Financial Support**
- Coordinates the preparation of the operational budget, capital budget, and capital requests for the Associate Vice President; may liaise with facilities and purchasing to obtain quotations for budget items for submission and consideration.
- Monitors the budget accounts and expenditures for the Associate Vice President, identifies discrepancies and takes necessary action to have them corrected.
- Reviews, verifies and reconciles expense claim reports, invoices, and cheque requisitions and submits for processing.
- Prepares agreements for contractors; tracks invoices and pay

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