Administrative Assistant

7 days ago

Courtenay, Canada North Island College Full time

Posting Number

**Posting Number**
- SS0582- Position Information

**Division**
- College Governance & Strategy**Department**
- Leadership Team Operations**Supervisor Title**
- Manager, Leadership Team Operations**Location**
- Comox Valley(CV)**Posting Type**
- Internal/External Posting**Position Status**
- Regular**If Others, please specify**

**Desired Start Date**
- 01/02/2025**Position End Date (if temporary)**

**Weekly work schedule (please indicate the start and end times for each day of work)**
- Monday to Friday 0830-1630**%**
- 100**Pay Grade**
- K (interim): $33.46 - $35.54**Position Summary**
- Reporting to the Manager, Leadership Team Operations, the Administrative Assistant - Leadership Team will provide a full range of effective and efficient high-level administrative support to all members of the Leadership Team. The Administrative Assistant - Leadership Team, will assist with the coordination of both existing and emerging working groups and committees, event planning, meeting coordination and support, the development of organizational systems and processes that supports to the work of the Leadership Team, as well as assisting with various projects as required.NIC is an inclusive College and accordingly the Administrative Assistant -Leadership Team, must demonstrate a strong commitment to teamwork, collaboration, equity and inclusion. The Administrative Assistant - Leadership Team is aware of the Mission and Vision of North Island College, incorporating and practicing these values in everything they do.**Position Competencies**
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills

**Duties & Responsibilities**
- 1. Supports the Manager, Leadership Team Operations, with the day-to-day operations of the Leadership Support Team and Leadership Team.
2. Proactively uses refined problem-solving skills to address complex issues related to support of the Leadership Team.
3. Applies superior organizational and time management skills to provide efficient calendar support and meeting organization to all members of the Leadership Team.
4. Able to work independently and take initiative to manage a high-volume workflow.
5. Utilizes well-developed written communication skills to draft high-level correspondence to both internal and external stakeholders.
6. Plans, co-ordinates and implements a range of events and/or activities in support of the work of the Leadership Team. This may include, but is not limited to, securing appropriate space, arranging refreshments, liaising with other departments for event publicity and support as needed.
7. Provides efficient and responsive administrative support to existing and emerging working groups and committees as required, including meeting scheduling and coordination, preparation and distribution of agendas, minutes and other meeting materials, maintenance of any related documents and files on the Shared Drive and/or Sharepoint.
8. Provides support for financial reconciliation and tracking as required. Also maintains office equipment and supplies inventory.
9. Applies well
- developed critical thinking skills to develop innovative systems and processes that help improve communication, efficiency and organization for workflows of the Leadership Team, Leadership Support Team and the relevant working groups/committees/boards.
10. Collaborates with other members of the Leadership Support Team to provide a range of high-level administrative activities to the Leadership Team including assistance with various projects as directed.
11. Uses strong critical thinking and analytical skills to develop innovative systems and processes that help improve communication, efficiency and organization for workflows of both the Leadership Team and Leadership Support Team.
12. Maintains official records, often of a confidential nature, on behalf of the Leadership Team, in accordance with College policies and Freedom of Information and Protection of Privacy Act (FOIPPA).
13. Responsible for the ongoing development, maintenance and content of SharePoint and Web sites under purview of duties.
15. Maintain awareness of emerging workplace and educational technologies and participates in relevant professional development and knowledge sharing opportunities.
Other duties as required.**Required Education & Experience**
- 1. Two year Post Secondary Diploma or two full years of Bachelor-level study in public or business administration, or a related discipline relevant to the position.
2. Over five years’ related senior level administrative experience, preferably in a post-secondary environment.**Required Knowledge Skills & Abilities**
- 1. Motivated self-starter with exceptional team-work skills.
2. Excellent organizational and time management skills with demonstrated ability to handle multiple tasks under competing deadlines.
3. Excellent written communication skills.
4. Excellent oral and interpers

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