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Executive Support Specialist

2 months ago

New Westminster, British Columbia, Canada VineHR Ltd. Full time
About the Role

This is a unique opportunity to join VineHR Ltd. as an Executive Support Specialist, providing high-level administrative support to the Vice Presidents. As a key member of the President's Office team, you will play a critical role in ensuring the effective functioning of the executive leadership team.

Key Responsibilities
  • Executive Support
    • Coordinate key meetings for individual VP calendars
    • Coordinate logistics for VP-led events and other recurring meetings led by VPs
    • Liaise with external partners, post-secondary institutions and associations, and government agencies to obtain and transmit information on behalf of the vice-presidents
    • Ensure 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
    • Prepare reports and presentations for VPs, researching and/or gathering information
    • Manage reconciliation, signing and processing for each VP (vacation requests, invoices and expenses, etc.)
    • Manage onboarding processes and orientation plans for EC direct report hires
    • Coordinate 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
    • Manage the common executive calendar
    • Ensure VPs are aware of organizational events, and prepares briefing / context information for guest events
    • Coordinate weekly VP meetings
    • Create 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.