Executive Assistant

Simon Fraser University; Burnaby; Hybrid; CAD 65,000 - 85,000; Full time

Benefits offered by this job

An additional 7% pay in lieu of ben. &

Employer paid extended health & dental

Professional development funds

Hybrid-work program

Job summary

Simon Fraser University is seeking an Executive Assistant to provide confidential administrative support to a designated Associate Vice President within the VPFA portfolio. The role involves drafting correspondence, briefing notes, and summaries, and supporting committees with agendas and minutes.

You will handle travel arrangements and expense claims while maintaining discretion and professionalism in a fast-paced environment.

Qualifications

• Bachelor's degree in Business Administration, Commerce or a related field.
• Four years of directly related office administration experience or equivalent.

Responsibilities

• Respond to general and confidential inquiries.
• Draft, review and prepare correspondence.
• Write briefing notes and summaries for review.
• Prepare agendas, minutes and supporting materials for committees.
• Coordinate travel arrangements and expense claim processes.

Skills

Governance knowledge

FOI/POP knowledge

Higher education policies

Organizational skills

Time management

Customer service

Analytical skills

Problem-solving

Interpersonal skills

Written communication

Verbal communication

Microsoft Office

Adobe Creative Suite

SIMS

PeopleSoft FINS

FAST

Email management

Calendar management

Presentation software

Attention to detail

Minutes transcription

Independent work

Prioritization

Multitasking

Supervising temporary staff

Diplomacy

Tact

Confidentiality

Resilience

Education

Bachelor's degree in Business Administration, Commerce or related field

Tools

Microsoft Office

Adobe Creative Suite

Safari/Web browser

Doodle

SIMS

PeopleSoft Financials (FINS)

Financial Administration Support Tool (FAST)

Email

Calendar

Presentation applications

Job description

Who We Are

Simon Fraser University is a leading research university, advancing an inclusive and sustainable future. Our purpose – the essence of SFU – is to create and connect knowledge, learning and community for deeper understanding and meaningful impact. We are committed to fostering excellence, innovation, belonging and community in all that we do.

The VPFA Office serves as the central coordinating and strategic support unit for the Vice-President, Finance and Administration portfolio at Simon Fraser University. The team provides leadership across administrative operations, strategic planning, governance processes, and cross-portfolio coordination, working closely with senior leaders, internal units, and external stakeholders.

About the Role

The Executive Assistant provides confidential administrative and secretarial support to a designated Associate Vice President (AVP) within the Vice President, Finance and Administration (VPFA) portfolio and works collaboratively with other Executive Assistants to provide support to other members of the VPFA Senior Leadership team. The role responds to a wide range of general and confidential inquiries; composes, drafts, and prepares correspondence; and writes briefing notes and summaries for review. The Executive Assistant provides administrative support (e.g., prepares agendas, minutes, etc.) to a wide range of regular and ad hoc committees, initiating follow-up actions and research that supports the itinerary of the Associate Vice President and/or Chief; including travel arrangements and expense claim processes.

Qualifications

Bachelor's degree in Business Administration, Commerce or a related field, and four years of directly related experience in office administration, or an equivalent combination of education, training and experience.

• Excellent knowledge of SFU's policies, procedures and governance structures.
• Excellence knowledge of Freedom of Information/Protection of Privacy (FOI/POP) requirements.
• Excellent knowledge of post-secondary academic and administrative policies and procedures.
• Excellent organizational, time management, and customer service skills.
• Excellent analytical and problem-solving skills.
• Excellent interpersonal and communication (oral and written) skills.
• Proficiency in a variety of word processing, database, and spreadsheet applications including, Microsoft Office suite, Adobe Creative Suite, Safari or other web browser, Doodle, Student Information Management System (SIMS), PeopleSoft Financials (FINS), Financial Administration Support Tool (FAST), email, calendar, presentation applications.
• Excellent attention to detail, including accuracy of data.
• Ability to record and transcribe minutes.
• Ability to work independently, establish priorities, meet deadlines and work on a number of different initiatives concurrently.
• Ability to supervise temporary staff.
• Ability to exercise tact, mature judgement and diplomacy when dealing with faculty, non-academic personnel, staff and senior administrators.
• Ability to maintain strict confidentiality.
• Ability to work in a highly demanding environment where issues are diverse, changeable, and complex.

What We Offer

At SFU, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth and development, as well as a safe and respectful workplace. We offer temporary employees who belong in the Administrative & Professional Staff Association (APSA):

• An additional 7% pay in lieu of benefits & 8% vacation pay
• Employer paid extended health & dental plans
• Professional development funds (minimum contract period of 1 year)
• Hybrid-work program for eligible positions

Additional Information

The assignment end date is March 31, 2027.

SFU is an equity employer and strongly encourages applications from all qualified individuals including women, Indigenous Peoples, visible minorities, people of all sexual orientations and gender identities, persons with disabilities, and others who may contribute to the further diversification of the university.

We are committed to facilitating accessibility within our application and interview processes. If you require any assistance or accommodations, please contact [e-mail].