Administrative Assistant, Office of the President

Capilano University; North Vancouver; On-site; CAD 51,000 - 68,000; Full time

Job summary

Capilano University is seeking an Administrative Assistant for the Office of the President in North Vancouver. The role supports confidential administrative and operational tasks, coordinating schedules, meetings, correspondence, and records management to ensure the efficient function of the President’s Office and related governance activities.

Responsibilities include calendar management, meeting logistics, document preparation, and liaison with internal/external partners.

Qualifications

• Diploma or certificate in Business Administration or related field.
• One to three years of administrative experience supporting leaders or executives.
• Experience in post-secondary, public-sector, or executive office environment preferred.

Responsibilities

• Provide confidential administrative and operational support to the President’s Office, including scheduling, correspondence, records management, events, and processes.
• Coordinate calendars, meetings, and logistics; manage replies and follow-up actions.
• Support governance materials, minutes, onboarding, and board/committee activities.
• Process invoices, expenses, purchases, and office transactions; manage supplies.
• Serve as a professional first point of contact for internal and external partners.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Teamwork

Customer service

Confidentiality

Microsoft 365

Education

Diploma/Certificate in Business Administration

University degree preferred

Job description

Capilano University respectfully acknowledges that our campuses are located on the unceded territories of thesəlilwətaɬ(Tsleil-Waututh),Sḵwxwú7mesh (Squamish) and xʷməθkʷəỷəm (Musqueam) Nations.

At CapU we are committed to supporting a campus community that is both diverse and inclusive. We believe that diversity within our workforce is essential in creating both an exceptional student, and employee experience. As part of this ongoing commitment, we strive to ensure that our recruitment campaigns are proudly reflective of the community we serve. We actively seek applications from Indigenous peoples, the 2SLGBTQ+ community, persons with disabilities as well as members of groups that experience discrimination based on race, ethnicity, gender identity, sexual orientation, place of origin, ancestry, and religion as we acknowledge the value each individual brings to the CapU community through their lived experiences.

To help us focus our efforts, we ask all applicants, should they wish, to complete a short anonymous questionnaire. The questionnaire results are not connected to you or your application, and do not form part of the selection process. Simply, the goal of collecting this anonymous data is to better understand our organizational reach, while continuously aiming to improve the diversity of our applicant pool

Please note that all job postings close automatically at 12:00 AM PCT on the posted closing date. To ensure your application is successfully received, we strongly encourage you to submit your application at least one day prior to the posted end date.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Should you require accommodations during the hiring process please reach out to [e-mail]

Competition Number:

JR100219

Position Title:

Administrative Assistant, Office of the President

Employment Group:

Exempt Staff

Position Status:

Regular Full time

Position Start Date:

November 1, 2026

Position End Date:

N/A

Department:

President’s Office - Support

Location:

North Vancouver

Salary Range:

The typical salary range for this role falls between $50,838.00 - $67,784.00 per annum, commensurate with experience, education, and internal equity, with future opportunities for performance-based pay and career progression. Additionally, we offer a comprehensive total rewards package, including a defined pension plan, employer paid benefit premiums, and more.

Job Description Summary:

Reporting to the Manager, Offices of the President and Secretariat, the Administrative Assistant provides confidential administrative and operational support to the President’s Office. The position supports the effective functioning of the Office of the President by coordinating schedules, meetings, correspondence, records management, events, and administrative processes. The incumbent also provides administrative support for Board of Governors and committee activities and serves as a professional point of contact for internal and external partners.

Job Description:

ILLUSTRATIVE EXAMPLES OF DUTIES

Administrative Support

• Provides administrative support to the President’s Office (primarily for the president, the board and general council), including scheduling, correspondence, document preparation, and records management.

• Supports the President’s daily schedule and administrative priorities through effective calendar management, coordination of meetings and associated logistics, correspondence, and related activities.

• Receives, prioritizes, and responds to routine inquiries from internal and external stakeholders.

• Prepares, formats, proofreads, and distributes correspondence, reports, presentations, and other documents.

• Maintains electronic and physical filing systems in accordance with university procedures.

• Reception and visitor support for the President’s office.

Meeting and Event Coordination

• Coordinates meeting schedules, room bookings, catering, technology requirements, and related logistics.

• Assists with planning and coordinating university events, receptions, and special functions hosted by the President’s Office.

• Prepares agendas, meeting materials, and supporting documentation as required.

• Records meeting notes and distributes follow-up actions when assigned.

Secretariat Support

• Provides administrative support for Board of Governors and committee meetings.

• Assists with the preparation, compilation, formatting, and distribution of meeting materials.

• Maintains governance records, minutes, and supporting documentation.

• Supports Board member onboarding, meeting logistics, and governance-related administrative activities.

Financial and Operational Administration

• Processes invoices, expense claims, purchase requisitions, and other administrative transactions.

• Maintains office supplies and coordinates purchasing activities.

• Assists with travel arrangements, accommodations, and itineraries.

• Supports tracking of departmental budgets and expenditures as directed.

Customer Service and Partner Relations

• Acts as a professional and welcoming first point of contact for the President’s Office.

• Builds positive relationships with students, employees, Board members, community partners, government representatives, and external visitors.

• Exercises tact, discretion, and confidentiality when handling sensitive information.

REQUIRED TRAINING AND EXPERIENCE

• Diploma or certificate in Business Administration, Office Administration, or a related field. A university degree with demonstrated customer service, office software technical competencies and planning and/or logistical skills is also applicable.

• One to three years of progressively responsible administrative experience supporting leaders or executives.

• Experience in a post-secondary, public-sector, or executive office environment is preferred.

• Experience coordinating meetings, events, and confidential administrative processes.

• An equivalent combination of education, training, and experience may be considered.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

• Excellent organizational and time-management skills.

• Strong written and verbal communication skills.

• Demonstrated attention to detail and accuracy.

• Ability to prioritize competing demands and meet deadlines.

• Strong customer service and interpersonal skills.

• Ability to exercise sound judgment and maintain confidentiality.

• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.

• Ability to work independently and collaboratively within a team environment.

Additional Details:

Our standard work week is Monday to Friday, 8:30am – 4:00pm, or dependent on the needs of the department.

Posting Detail Information:

Hours of Work Per Week:

35

Pay Group:

AE002

Job Open Date:

October 22, 2026

Job Close Date:

November 05, 2026