Executive Assistant, Associate Vice President Student Success

Reporting to the Associate Vice President, Student Success, the Executive Assistant is responsible for exercising independent judgment and considerable initiative to provide a wide range of administrative & operational support to the Associate Vice President and the division. Responsibilities include oversight of office management, preparing reports and data analysis, strong computer and research skills, flexibility, excellent interpersonal skills, project coordination and the ability to work well with all levels internally, as well as external stakeholders and vendors. This position will chair and/or support College committees central to the College mandate where they will take more of a central role as an exempt college team member and provide support to the Registrar, who serves as the College privacy officer.As the Executive Assistant, you are highly organized with demonstrated expertise in administrative coordination. You find it easy to work independently and take the initiative where needed. You take pleasure in working with others and helping them achieve success. You are excellent at prioritizing and managing multiple tasks and deliverables; you're good under stress, and you know how to ask for help when needed. Main Duties and Responsibilities Coordinates the office of the AVP, providing confidential executive assistance to ensure that work is performed in a timely and accurate manner. Organizes the AVP's calendar; clarifying priorities and required materials for appointments, meetings, conference, speaking engagements, and coordinates all travel arrangements. Help support and organize files and responsibilities for the college privacy officer (registrar). Sorts and prioritizes correspondence. Ensures that time-sensitive items are highlighted and brought to the AVP's attention. Follows through on critical or time-sensitive messages. Follows up on email correspondence with direction from the AVP. Prepares correspondence, presentations, statistics and reports, working with materials for the AVP's approval. Provide accurate document management support by composing and/or editing a variety of documents. This includes many highly confidential correspondence, memoranda, contracts and proposals. Prepares monthly expense reports, including credit card reconciliations and out of pocket expenses. Supports the AVP to provide timely support, recognition and performance feedback to his direct reports as may be needed. Takes action when authorized during the AVP's absence, using initiative and judgment on matters requiring attention and decisions. Support for the Education & Students Division: The Executive Assistant contributes to the effectiveness of the Education & Students division by providing highly effective administrative support. Internal and external liaison: The Executive Assistant plays key influencing role in terms of managing incoming requests to the AVP on a day-to-day basis. This role supports AVP's priorities by stewarding appropriate access to key people internally and externally while providing a positive experience to all who approach the AVP's office. Applies good judgment to triage incoming queries and serves as a liaison between the AVP and staff, representatives of the community, and the general public by promptly answering incoming calls, relaying messages, answering questions, clarifying information, responding to requests, resolving problems, or referring callers to the AVP or other appropriate staff. Assists with the organization of management team meetings and retreats, coordinating agendas, logistics, preparing materials and ensuring that accurate minutes of meetings are recorded, including tracking of action items and decisions. Facilitates communications, information flow and working relationships between the AVP and the management team and staff. Performs a variety of other administrative and organizational tasks to support the work and processes of the management team, including correspondence, presentations and reports. Provides confidential support to the division's leadership group as well as the executive team on an as-needed basis. Collaborates with other Executive Assistants in support of all divisions and of the College, including but not limited to providing short term coverage for other Executive Assistants. Selkirk College Foundation Support and General Administration: The Executive Assistant contributes to sustaining administration of the Foundation and the Foundation Board Chair. Distributes approved material and maintains electronic and hard copy filing systems to endure easy retrieval of all documents. Develops and refines administrative procedures, using technology to streamline processes. Assists the Foundation board chair and Executive Director of the Foundation with budget management, approves expenses as authorized. Develops and maintains well organized filing systems that permits easy reference and rapid retrieval of information, and, where required, that meets legislated and governance requirements. Maintains up to date contacts management on behalf of the Foundation. Performs additional functions as directed or assumed on personal initiative: Provides recommendations that seek to continuously improve the systems and processes employed by the Students and Advancement division. Contributes to annual goal setting for the division. Responsible for continuously expanding and updating professional knowledge and honing skills in order to enhance individual and team innovation and productivity. Other related duties as required. Skills, Knowledge & Abilities Candidate must be friendly, personable and able to build harmonious working relationships with clients, co-workers and the general public. Able to exercise diplomacy, tact and good judgment in recognizing scope of authority and in protecting confidential information. Emotional maturity required. Able to perform secretarial and administrative duties with deliberate speed and accuracy and without immediate and constant supervision. Candidate must be very organized and able to prioritize tasks. Excellent written and spoken English required. Practical experience and strong facility with Microsoft Office applications required with high degree of expertise with excel spreadsheets; experience with design/presentation, digital media and/or database applications desired. Strong technical problem-solving skills with standard office computer network issues. Demonstrated ability to deal with sensitive issues in a discreet and confidential manner are essential. Education and Experience A post-secondary education in Business Management, Communications, English, Office Administration or a related discipline. Candidates with other combinations of education, training and experience may be considered. At least 3-5 years progressive administrative responsibilities. Previous experience with equity, diversity and inclusion and/or Freedom of Information and Privacy desired. Exceptional customer service skills. Strong personal interest and commitment to the College's mission and vision required. This is a regular, full-time (100%) position, commencing February 15, 2026. Salary and benefits are in accordance with the Administrative Staff and Benefit Program. Based on qualifications and experience, the compensation is in accordance with the Exempt Compensation Framework which is aligned with Selkirk’s compensation philosophy. As such, the position will be placed on Grid Level 5 between the minimum and control/mid-point ($61,316.00 - $81,755.00). --------------------------------------------------------------------------------------------------------------------------------- Please be advised that only job postings listed on the official Selkirk College Careers page at careers.selkirk.ca, or on designated Selkirk College bulletin boards, should be considered current and active. Third-party recruitment websites may display outdated or expired postings without the knowledge or authorization of Selkirk College. To ensure your application is considered, you must apply directly through the Selkirk College Careers page.