Executive Assistant to the Vice-President International

The Executive Assistant (EA) to the Vice President International is responsible and accountable for the management and administration of the activities of the VP and their office. This includes a range of diverse administrative and organizational duties involving material of an often confidential and sensitive nature. The VP is responsible for all aspects of international education, training and development at the university, including international student recruitment and support services, internationalization initiatives, study abroad, contract training, development projects, accreditations and articulations.

The responsibilities and scope of the position are pan-institutional and complex. The incumbent is expected to deal professionally and timely with a variety of equally important but often unrelated issues on a daily basis. The EA is the primary contact for individuals internal and external to the university who wish to raise issues with the VP. As such the incumbent is responsible for effective liaison using detailed knowledge of current issues, university policies, procedures and protocols

The EA manages the VP’s annual cycle of meetings, activities and events. The EA ensures the VP is appropriately briefed for all events and is responsible for the VP’s speaking notes, public addresses and speeches. The EA also writes correspondence and prepares speaking notes and presentation for use of TRU Executive as their duties relate to international activities. 

The incumbent is in constant liaison with staff in the offices of the President, Vice Presidents, Academic Deans, administrative staff, support staff, faculty and students at TRU, as wall as provincial, national and international external agencies, ministries and institutions.  

The position is responsible for managing and coordinating itineraries for incoming international delegations.

The EA is responsible for the coordination of various internal and external reporting requirements, including those of an international nature.

The EA performs problem solving tasks and assignments required by the Vice-President and provides information to senior administrators, faculty and staff on matters relating to the operation of the VP’s office.

The EA is responsible for managing complex international travel itineraries for the VP and TRU executives or senior administrators travelling internationally on behalf of TRU World. This includes liaising with multiple stakeholder and maintaining current knowledge of international visa/vaccine requirements, international protocols and safety and security matters.

MAJOR RESPONSIBLITIES
Communications and Liaison

• Responsible and accountable for managing the VP’s annual cycle of activities, meetings and events. Develops internal deadlines and procedures and creates and maintains tracking systems. Ensures VP is adequately briefed and prepared for all meetings, activities and events. Prepares annual reports for internal and external audiences; manages internal and external reporting for TRU World (responsible for the coordination and preparation of internal and external reporting), eg., Ministry Accountability Reports, EQA reporting, proposals. Prepares speaking notes, public addresses and speeches. Undertakes research of key issues in order to better prepare and inform the VP.
• Is the primary contact for individual internal and external stakeholders who wish to raise issues with the VP. Provides feedback to the VP.
• Directs planning and coordination of meetings and events with internal and external stakeholders. Interacts and communicates professionally using knowledge of process, policies, procedures, protocols and awareness of relevant issues. 
• Prepares correspondence, confidential documents, speaking notes, presentations and speeches for the VP, president and other senior executive as they relate to international activities.
• Coordinates, prepares and writes a variety of internal and external communications. Works closely with the VP and senior staff to prepare submissions to external publications; prepares external award applications; coordinates and prepares communications for internal and external bodies.
• Responsible for information management for the VP. Track, monitor, research, coordinate and disseminate information as required. Recognize subject matter in need of tracking and ensure items are brought to completion
• Screen correspondence for the VP including confidential information such as contracts, performance reviews and other sensitive information. Identify and prioritize correspondence; initiate follow up.
• Acts as editor for external communications prepared by TRU World staff.

Travel

• Manage domestic and complex international travel for the VP International and executive and senior TRU staff travelling on behalf of TRU World. This includes communicating with multiple stakeholders, arranging international visas, meetings, accommodations and travel. This requires maintaining knowledge of world event and entry requirements. Current knowledge of regional, provincial, national and international organizations with which the VP is involved is essential.
• First point of contact with contracted international travel safety firms (eg., Focus Point). Monitor website for emergent issues and report out as appropriate.

General Administration

• Provide discreet, tactful, professional and culturally sensitive service as the initial contact in the office of the VP International. Screen, redirect or handle inquiries as they arise. Provide confidential and empathic handling of sensitive and sometime potentially explosive situations as required. Identify and notify VP, or directors or other managers in the absence of the VP, of emergent issues as they arise so they can be dealt with in a timely manner.
• Use judgement and knowledge of VP’s priorities to manage VP’s day to day schedule, including competing priorities and demands
• Anticipate VP’s needs and bring together appropriate personnel and resources to support the VP in addressing issues. 
• Arrange and attend TRU World management and other confidential meetings. Take & distribute minutes. Follow up on action items; arrange for presentations; maintain any files/databases associated with meetings. Develop tracking systems so items in need of tracking are brought to conclusion
• Identifies, develops and oversees the operation of new internal processes. Proactively lead adoption of new technology.
• Administer special projects and events as requested by the VP. Take charge of assignments with little or no direction and bring them to conclusion. Liaise with internal, external and international partners as required.
• Manage and coordinate itineraries and arrangements for international delegations. Provide direction to support staff in support of these functions. Work closely with TRU World management team and TRU senior executive to ensure proper protocols are in place for international clients.
• Direct the organization of special meetings, conferences, and retreat logistics for the VPs office. This includes event budgets, venue selection, catering, guest lists, agendas, promotion and preparation of invitations as well as accommodation and travel arrangements for guests.   
• Manage institutional memberships and accreditations on behalf of TRU World and memberships for the VP and senior TRU World staff, eg., Education Quality Assurance, BCCIE, NAFSA, EAIE
• Participate in appropriate TRU committees and working groups.
• Manage and support Senate International Affairs committee

Financial Administration

• Manage travel and expenses for the VP International. Keep detailed records in order to respond to internal audits and Freedom of Information requests. Work in collaboration with the university’s Freedom of Information Officer.
• Monthly reconciliation of PCard purchases for the VP and other senior TRU World staff. Keep detailed records of all expenses.
• Review all invoices and PCard statements from all staff to ensure compliance with institutional policies prior to VP signing
• Manage requests for professional development for staff prior to VP’s approval.

Contract Administration

• Provide advice to staff on agreements prior to being submitted for final legal review 
• Review all contracts submitted to the VP for signature are compliant with all institutional policies. Ensure any required legal review complete and any legal advice is acted upon prior to the VP signing. 
• maintain contracts database  

REPORTS TO
Vice-President International

REQUIRED KNOWLEDGE/SKILLS

• BC Grade 12 or equivalent; plus a relevant undergraduate degree.
• Minimum 5 to 10 years’ experience at the senior administrative level. 
• High degree of intercultural competence and experience working across cultures.
• Demonstrated ability to work independently, efficiently, courteously and professionally with a diverse range of people, including senior administrators, faculty staff and students as well as external contacts and government agencies.
• Demonstrated ability to independently plan, organize and manage delegated projects with minimal or no supervision; a demonstrated understanding of the complexities involved in the management of multiple portfolios and competing priorities.
• Demonstrated project- and time management skills. Exceptional organizational skills, ability to multi-task in an intense, fast-paced environment. 
• Superior written and oral communication skills, with the ability to gather and synthesize information in a comprehensive fashion and prepare concise and clear communication in a variety of formats. Proven ability to pivot and re-prioritize workload as priorities of the VP shift.
• Ability to anticipate and respond to issues in the Office of the VP International with a knowledge of institutional processes and policies.
• Demonstrated ability to organize meeting and committee agendas, take minutes and follow up as necessary.
• Superior and demonstrated ability to manage and arrange complex, multi-stakeholder travel 
• Excellent proficiency with the full Microsoft Office Suite, including MS Teams and SharePoint.
• Knowledge of DocuSign or other contract signing software.