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Executive Assistant to the Board

1 month ago

Victoria, British Columbia, Canada Camosun College Full time
Job Description

The Executive Assistant to the Board provides senior-level administrative and secretarial support to the Board of Governors at Camosun College. This role acts as the primary contact for the Board and is responsible for managing the Board Office.

Key Responsibilities
  • Provides confidential support to the Board and is responsible for the overall efficient management of the Board Office.
  • Liaises with levels of staff internal to Camosun and at other educational institutions, union representatives, outside counsel, local and provincial government agencies, and various public bodies as required.
  • Acts as board liaison with the offices of the Minister and Deputy Minister of the Ministry responsible for Advanced Education, Members of the Legislative Assembly, municipal councils, other college boards, the College Executive Team, and Senior Leadership Team.
  • Maintains the board succession plan and competency matrix.
  • Coordinates and manages all board events, including special public board one-issue meetings, annually scheduled luncheons, receptions, and special events for municipal and provincial government and dignitaries.
  • Completes annual reporting to the Ministry of Finance for the board remuneration disclosure for publication in the Financial Information Act.
  • Maintains the board webpages on the college website and the confidential electronic web meeting site for the board.
  • Provides individual orientation to board members and organizes group orientation as required.
  • Ensures Board Chair and President are aware of their duties and the process related to issues of ethics and conflict of interest when necessary.
  • Acts as board liaison to all college schools to ensure there is a board presence at student awards and the graduation, maintains calendar of events, tracks invitations, arranges preparation of speeches for the board representative.
  • Establishes, monitors, manages, and is accountable for the Board of Governor's budget, flags and resolves errors, and initiates transfers or invoicing where appropriate, and manages board insurance and honorarium payments.
  • Arranges complex meetings as required, including the coordination of multiple schedules of widely varied internal and external participants, often with challenging timelines, booking meeting rooms, arranging parking, ordering catering, and travel arrangements as required.
  • Compiles information, reports, and correspondence, including documents of a highly sensitive nature, such as legal matters, and board correspondence using independent judgment.
  • Determines and assesses the nature of requests, visitors, telephone calls, and email for the board and judges their priority, confidentiality, and sensitivity, resolves issues or directs them to the appropriate party.
  • Liaises with the Strategic Planning and Transformation Department to ensure that the college Board of Governors policies and by-laws are reviewed on a regular basis as per the college's policy framework.
  • Manages the filing and securing of correspondence, records, and corporate documents for the board in accordance with the legislation and college Records Management Policy and Records Retention Schedule.
  • Provides relief coverage for the Executive Assistant to the President, including administrative support to Camosun's Executive Team and Senior Leadership Council as requested.
  • Provides back-up administrative support and works as a collective team for other Executive Assistants as required.
  • Performs other assignments as assigned by the President, consistent with the scope of the job.
Qualifications
  • Administration, Secretarial, or Legal Secretary diploma, plus five years of senior administrative support experience with one year of experience in a self-reliant position.
  • Experience with event planning (professional or volunteer).
  • Experience with a multi-layered organization (professional or volunteer).
  • Must be able to work evenings for Board meetings and special events.
  • Experience in a post-secondary work environment is an asset.
Knowledge, Skills, and Abilities
  • Ability to work independently without supervision, use initiative, and the ability to be self-directed are integral.
  • High level of integrity, discretion, and confidentiality.
  • Very strong organization skills and outstanding time management skills.
  • Superior accuracy and sound professional judgment.
  • Superior written and verbal communication and interpersonal skills.
  • Demonstrated ability to multi-task, decision making, meet deadlines, and changing priorities while maintaining a high level of service.
  • Demonstrated ability to work positively and professionally with the public and colleagues.
  • Experience in maintaining web pages.
  • Knowledge of accounting procedures.
  • Competence using the MS Office suite at an advanced level.