Executive Assistant to The Vice Presidents

4 months ago

New Westminster, Canada Justice Institute of British Columbia Full time

**Campus Location**:New Westminster**

**Regular / Term**:Regular Full Time**

**Closing Date**:Open Until Filled**

**The Opportunity**:
JIBC has a rare opening for an Executive Assistant position. Reporting directly to the Manager, President’s Office, this role offers variety and autonomy in a collaborative and dynamic environment. This is a wonderful opportunity for an administrative professional with at least 5 years of experience as an Executive Assistant providing support to a team of leaders and with the ability to think innovatively and creatively in planning and developing a fresh approach to existing activities, with a continuous improvement perspective.

***:
**Position Summary**:
The EA to the Vice Presidents provides confidential executive support and coordination for the four vice-presidents at JIBC, common support that contributes to the effectiveness of the executive leadership team as a whole, and leadership of centralized administrative processes. This role enables the vice-presidents to advance the goals of the organization, and by facilitating work across the organization and coordinating cross-functional teams, this role contributes to consistency and alignment across JIBC. This role contributes to the overall success of the President’s Office team and ensures that all initiatives and processes contribute to JIBC’s strategic direction and the divisional goals.

**Executive Support to each VP**
- Coordinates key meetings for individual VP calendars
- Coordinates logistics for VP-led events and other recurring meetings led by VPs
- Liaises with external partners, post-secondary institutions and associations, and government agencies to obtain and transmit information on behalf of the vice-presidents
- Ensures that work from each VP portfolio is translated into Executive Committee discussions, and supports the VPs with information preparation; initiates follow-up activities from meetings and coordinates broader communication for decisions affecting operations
- Prepares reports and presentations for VPs, researching and/or gathering information
- Manages reconciliation, signing and processing for each VP (vacation requests, invoices and expenses, etc.)
- Manages onboarding processes and orientation plans for EC direct report hires
- Coordinates special projects as assigned by the vice-presidents (for common projects, or for individual VPs as required); investigates, undertakes data collection/research, analysis, and produces summary reporting including outlining alternative options and recommendations.

**Common VP Support**
- Manages the common executive calendar
- Ensures VPs are aware of organizational events, and prepares briefing / context information for guest events
- Coordinates weekly VP meetings
- Creates and maintains secure common filing and records systems for documents and files of a confidential or sensitive nature, including staffing cases and decisions

**Centralized Administrative Functions**
- Provides coordination and administration for Senior Leadership Council (SLC), including meeting management and coordination, maintaining distribution lists, managing Teams channels and content, etc.
- Provides central coordination for organizational activities and initiatives
- Manages process for tracking staffing decisions for the organization
- Supports the annual planning and reporting processes, working closely with the VP, People, Culture and Organizational Planning; maintains awareness of all organizational initiatives
- Supports the comprehensive program review process, working closely with Academic Affairs
- Provides administration required for the JIBC Foundation, working closely with the VP, Brand, Communications and Engagement
- Manages the administration of JIBC policies and procedures, maintaining standards and documentation, supporting leaders across JIBC with policy and procedure update processes, tracking revision dates and ensuring changes move effectively through the approval processes
- Manages expenditures for assigned projects within signing authority.

**Personal Leadership**
- Maintains a commitment to equity, diversity and inclusion, including Indigenization. Ensures these principles are embedded throughout all the work we do.
- Understands and champions organizational strategic and business goals.
- Recommends continuous improvement initiatives and innovative approaches to increase the effectiveness and efficiency of this portfolio.
- Communicates and coordinates with the Manager, President’s Office to ensure a seamless experience for staff, leaders and external partners working with the Executive Team. Ensures coordination and back up of both roles.
- Maintains personal expertise and a commitment to personal growth, updating skills regularly and translating learning into recommendations for improvements applicable to JIBC. Initiates and maintains relationships with other professionals in similar positions to share information and resources.

**Qual

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