CASUAL Executive Office Assistant

Job Summary

Under the supervision of the President, the Executive Office Assistant provides confidential receptionist, clerical and administrative support to the Executive Office. The Executive Office Assistant provides support to the Executive Office by scheduling appointments/meetings, coordinating travel, handling confidential correspondence and inquiries, and creating and updating documents, reports and tracking systems. The Executive Office Assistant is responsible for preparing and processing financial documents including expense claims, invoices and credit card statements and preparing for events hosted by the Executive Office. The work involves handling highly confidential material related to policy decisions on planning, budget, employee relations matters, confidential student matters, and collective bargaining. The Executive Office Assistant is responsible for the preparation and distribution of documents necessary for internal and external communications.

Nature & Scope

- You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.

- You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.

Key Responsibility Areas

- Executive Office Support

- Meetings, Events and Travel Arrangements

- Board Administration Support, as directed

- General Administration

Executive Office Support

- Provides support for the Executive Office as the first point of contact and information/resource person

- Greets visitors, employees and students to the Executive Offices; take telephone calls and refers to the appropriate staff member or takes appropriate action

- Assists with room bookings for the Executive Office and provides technical support to visitors using the equipment in the boardroom

- Cover as directed in the absence of the Executive Assistants to the Vice Presidents: attend meetings and take minutes, prepare letters, respond to emails, telephone calls

- Maintains knowledge of current Board of Governors, Politicians and Ministry officials to ensure requests are prioritized and responded to in an appropriate manner

- Performs other duties as required

Meetings, Events and Travel Arrangements

- Responsible for scheduling meetings, preparing meeting files and documents

- Books rooms, orders food service, arranges for audio‑visual equipment for internal meetings

- Acts as recorder at meetings, as required

- Coordinates logistics for events and activities relating to the Executive Office, as directed

- Sends out invitations/meeting invites

- Assists with special projects undertaken by the President’s Office and/or the Vice Presidents

- In consultation with the Executive Assistants to the President and Vice Presidents, responds to requests for meetings and, as directed, prepares meeting material for internal and external meetings

- Makes travel and accommodation arrangements as directed

Board Administration Support

- Assists with preparation/set up for Board meetings, retreats, committee meetings and Board orientation

- Assists with agenda package preparation and Board communication

- Make travel and accommodation arrangements as required

- Assists with general administrative duties as related to Board Administration

General Administration

- Reconciles expense accounts as directed

- Manages invoices to ensure payments as directed

- Prepares routine correspondence and researches information for the Executive Office

- Maintains leave schedules as directed

- Creates, formats, and manages documents using current technology

- Processes numerous routine matters emanating from the Executive Office including financial and personnel requests and documents

- Liaises with internal and external college community including Government, other post‑secondary institutions, and community members

- Assists with maintaining well‑organized electronic and paper filing systems

- Maintains adequate stock of photocopier supplies; paper, toner, waste toner cartridges and submits repair requests for the photocopier as required

- Ensures adequate stationery supplies are on hand and submits IT Services Requests and Facilities Work Orders as required for effective operation of the Executive Office

- Works with other Executive Assistants to coordinate meetings, ensure prioritization of calendars and share appropriate information

- Provides assistance to the Executive Assistants during peak busy periods

- Work Environment: The work is performed in a comfortable office environment

- Special Working Conditions: The ability to work outside of established office hours is required

Skills & Qualifications

The incumbent must demonstrate unquestionable integrity and ethics.

Education & Training

Two years of post‑secondary education including a Certificate in Applied Business Technology or Office Administration, or equivalent.

Experience

- Three years of related experience as an Administrative Assistant within a large, complex organization is essential

- Experience within a post‑secondary or other educational environment is preferred

- Prior experience in recording meetings is preferred

Knowledge, Skills & Abilities

- Demonstrated effective written and verbal communications skills are essential

- Exemplary interpersonal skills, including relationship management, trust building and the ability to display tact, courtesy and professionalism in all situations are essential

- Excellent organizational and time management skills

- Competent to take minutes for meetings

- Proven experience in event planning and execution

- Demonstrated technical skills including knowledge of expertise in standard office technology and software applications

- Ability to work as an effective team member in the confidential operation of the Executive Office

- Demonstrated ability to work in a collaborative manner with all levels of organizational leadership

- General knowledge of the College organizational structure, departmental functions and related policies/procedures is an asset

- Must demonstrate ‘forward thinking, be pro‑active and take initiative

- Keyboarding at 50WPM

Employment Details

- Employment Status: Part Time

- Employment Type: Casual

- Band: NA

- Grade: 4

- Salary: $29.25 – $39.00 per hour

- Location: Prince George, BC, Canada

- Campus: CNC Campus Prince George

- Posting Number: 25-211AP

- Employee Group: Administrative

- Desired Start Date: 12/15/2025

- Position End Date (if temporary or seasonal): 01/23/2026

- Hours per week: 0 – 37.5

- Posting Competition Status: Accepting Applications

- Number of Positions to fill: (not provided)

- Open Date: 12/12/2025

- Screening/Close Date: 12/16/2025

- Remain Open Until Filled: Yes

Supplemental Questions

Required fields are indicated with an asterisk (*).

- * Are you legally able to work in Canada?

- Yes

- No

- * Do you have two years of post‑secondary education, including a Certificate in Applied Business Technology, Office Administration or equivalent?

- Yes

- In progress

- No

- * How many years of related experience as an Administrative Assistant within a large, complex organization do you have?

- None

- Less than 1 year

- 1‑2 years

- 2‑3 years

- 3 years or more

- * Describe your knowledge and experience working within a post‑secondary or other education environment.

(Open Ended Question)

Documents Needed To Apply

- Required Documents:

- Resume

- Cover Letter

- Credentials

- Optional Documents:

- Other

- Optional Credentials 1

- Optional Credentials 2

College of New Caledonia, Human Resources
3330 22 Ave, Prince George, BC V2N 1P8, Canada

#J-18808-Ljbffr