Executive Assistant, Vice President, External

6 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT is currently seeking a **regular, full-time (1.0 **FTE**) Executive Assistant, Vice President, External. **This position provides administrative assistance to the Vice President, External, coordinating all administrative activities to ensure efficient day-to-day operation of the Vice President’s office. Prepares materials of a sensitive and confidential nature, coordinates the Vice President’s calendar, and arranges functions and events. Assists the Vice President’s in coordinating internal and external communications and the flow of information. Supports the Vice President in their development of strategies and plans, including the annual budget. Carries out special assignments, which may involve research and analysis activities. Functions as the BCIT Foundation Board secretary.**Duties & Responsibilities**

**KEY** **ACCOUNTABILITIES**:

- Coordinates all administrative activities, ensuring the efficient day-to-day operation of the Vice President’s office. Includes developing and maintaining the necessary administrative processes and procedures.
- Assists the Vice President by preparing of a wide range of materials, often of a sensitive and confidential nature. Includes correspondence, presentations, reports, spreadsheets, minutes, records, and other documents that support the Vice President in their ongoing activities.
- Coordinates the Vice President calendar by scheduling internal and external meetings and appointments, resolving scheduling conflicts, and compiling all related materials for the Vice President’s reference.
- Coordinates arrangements for the Vice President’s functions and events, assisting with planning, venue and catering arrangements, and preparation of agendas and materials. Also coordinates the Vice President’s travel arrangements, including itinerary, accommodation, and transportation.
- Assists the Vice President by coordinating internal and external communications, and the flow of related information and documentation. Liaises internally with office of the President, Vice President, management and staff, and externally with educational institutions, government, business and other organizations. Responds to queries/issues within scope of the role, or redirects as appropriate.
- Plans, schedules and coordinates all activities and meetings related to the Foundation Board and its committees. Manages the flow of information and assists the Board and Committees with gathering, summarizing and implementing decisions and distributing information. Coordinates and supports orientation session(s) for new Board members, including a review of governance documentation.
- Assists the Vice President in their development of divisional strategies and plans, and tracking of related achievements. Coordinates development and preparation of annual budget, including projections and recommendations; monitors budget and processes expenses, ensuring adherence to related policies.
- Orders office supplies and coordinates maintenance activities through liaison with internal and external service providers and suppliers. Resolves office technology issues, liaising with IT support and/or vendors as necessary.
- Carries out special assignments, which may involve research and analysis activities. Participates as a member of various task teams, committees and initiatives, providing an administrative perspective and support. Provides coverage for other assistants as required.

**Qualifications**

**QUALIFICATIONS** &

**REQUIREMENTS**:

- Completion of Grade 12 plus up to two years of post-secondary education, including courses in business and office administration and financial management.
- Minimum 5 years’ experience as an executive assistant or other senior administrative role.
- An equivalent combination of education and experience may be considered.
- Solid communication and interpersonal skills, with ability to provide clear explanations of policy, procedure, and other factual information.
- Ability to develop and maintain effective working relationships and exercise tact and diplomacy in dealing with confidential and sensitive information.
- Basic analytical skills with ability to identify the root cause of administrative problems and take action to resolve.
- Solid organization skills with ability to deal with changing priorities and tight deadlines.

**Additional Information**

**Benefits - Why you’d love working with us**
- Competitive pay
- Minimum of twenty-five days of vacation
- Competitive employer-paid extended health and dental plan - take a look at our **benefit plans**
- Defined benefit **pension** plan with employer contributions
- Flexible hybrid work arrangements available
- **Professional Development** funds and resources
- Access to most BCIT Flexible Learning **courses** free of charge
- **Wellness** and Employee Assistance programs
- Complimentary membership with free access to the Fitness Centre, Gymnasium, and **_more_**- The British Columbia Institute of Technol

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