Executive Assistant

Trinity Western University; City of Langley; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established educational institution is seeking a highly organized Executive Assistant to support its Dean and Academic Leadership Team. This role is pivotal in ensuring the smooth operation of a vibrant department dedicated to developing future leaders. The ideal candidate will thrive in a fast-paced environment, managing multiple priorities while maintaining professionalism and confidentiality. With responsibilities ranging from administrative support to project management, this position offers an exciting opportunity to contribute to a mission-driven organization. Join a community committed to fostering leadership and making a positive impact in various marketplaces of life.

Benefits

Comprehensive benefits package

Tuition Benefit for courses

Free access to fitness facilities

Subsidized meals

Employee and Family Assistance Plan

Free recreational equipment rentals

Free employee parking

Special community events

Qualifications

• Minimum 3 years of executive administrative support experience required.
• Experience in a multicultural environment is an asset.

Responsibilities

• Provide comprehensive administrative support to the Dean and Academic Leadership Team.
• Manage scheduling, travel arrangements, and departmental records.

Skills

Organizational Skills

Time Management

Written Communication

Verbal Communication

Microsoft Office Suite

Interpersonal Skills

Confidentiality

Flexibility

Education

Bachelor's degree in Leadership or Business Administration

Master's degree

Tools

Microsoft Office Suite

TEAMS

SharePoint

Job description

Executive Assistant, Department of Leadership

Trinity Western University is seeking a dedicated and highly organized Executive Assistant to support the Dean of Leadership and the Academic Leadership Team. This role is critical in ensuring the smooth operation of a rapidly growing department with a diverse and international student body. This person works effectively under pressure, managing multiple tasks and meeting tight deadlines, prioritizes and manages workload in a fast-paced, dynamic environment.

Administrative Support
Key areas of Accountability:

1. Provide comprehensive administrative support to the Dean, Associate Dean, and Academic Leadership Team.
2. Schedule meetings and coordinate travel arrangements.
3. Manage an overall welcoming, efficient, and fully confidential office.
4. Prepare, proofread, and distribute correspondence, reports, and presentations.
5. Serve as the main liaison with other University and non-university departments.
6. Assist the Deans with the construction and maintenance of records for faculty workload points and part-time and overload stipend records.
7. Maintain and update departmental records and databases.

Operational Support

1. Attend faculty & Academic Leadership Team meetings as needed. Preparing the agenda, taking minutes and follow up as needed. Posting the minutes on TEAMS in a timely fashion.
2. Coordinate the submission of department expenses and ensure timely processing of payments.
3. Manage P-card reconciliation for the Deans, assist faculty with their Pro-D paperwork process, conference reimbursements, and other department needs. Collaborate closely with BRANCHES in all financial matters.

Coordination And Communication Support

1. Act as a liaison between the Deans, faculty, students, and external stakeholders.
2. Manage the Dean’s and Associate Dean’s faculty recruitment and personnel files and correspondence. This includes representing the Deans in correspondence with prospective faculty, managing a database to track past and prospective hires, setting up interviews, working with Provost Office to manage and track contracts for new hires each semester, and managing confidential employment files using secure digital storage methods.
3. Facilitate effective communication within the department and across campuses.
4. Organize and coordinate departmental events such as Orientation, Graduation and meetings.
5. Manage program evaluation reports. This includes assisting the Deans with development of annual graduate, post-graduate, and employer surveys, administering surveys, survey data analysis, and generating related reports. This also includes keeping student statistics for program evaluation and review.

Student And Faculty Support

1. Assist with the onboarding and orientation of new faculty members.
2. Manage and track student data, enrollment numbers, track trends and patterns.
3. Address inquiries and provide information to students and faculty as needed.
4. Support the Program Director, MA LEAD and Program Chair, BA LEAD (IDC) in administrative tasks such as hiring of TA’s, maintaining an updated database of TA’s.

Project Management

1. Assist in the planning and execution of special projects and initiatives within the department.
2. Support the implementation of new processes and systems to enhance departmental efficiency.
3. Maintain and or support our Leadership Programs (BA LEAD/MA LEAD/MAEL) websites and data management sites (TWU website, SharePoint, Shared TEAM's Drive).

Skills & Abilities

1. Exceptional organizational and time management skills.
2. Strong written and verbal communication abilities.
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
4. Ability to maintain confidentiality and handle sensitive information.
5. Strong interpersonal skills with the ability to build positive relationships with students, faculty, and staff.
6. High level of professionalism and attention to detail.
7. Ability to work independently and as part of a team.
8. Flexibility and adaptability to changing priorities and demands.
9. Commitment to the mission and values of Trinity Western University.

Personal
Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community. A dedicated and mature evangelical Christian with an earnest desire to serve in family, church, work, and community. Genuine and personal commitment to TWU’s mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, and focus. A winsome personality with a positive and friendly attitude amid a very busy and challenging university atmosphere.

Job Standards & Requirements
Education: Bachelor’s degree in leadership, business administration, higher education, or a related field is required. Master’s degree preferred.
Experience: Minimum 3 years’ experience in an executive administrative support role, preferably in an academic or educational setting. Experience working in a multicultural environment is an asset.
Key Internal Interactions
Reports to: Dean of Leadership & Associate Dean of Leadership
Supervises: Volunteers, student workers, and student interns
Benefits Of Working At TWU

1. A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program.
2. Annual statutory holidays (14) with generous vacation accruement.
3. Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency.
4. Torch tuition scholarship for dependents of eligible employees attending TWU.
5. Free access to TWU’s fitness/gym facilities and the Norma Marion Alloway Library.
6. Subsidized meals at the main cafeteria.
7. Discounts and perks for the on-site Trinity Western Outfitters Campus Store and coffee shops, as well as shops and restaurants in Fort Langley.
8. Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account).
9. Free recreational equipment rentals (e.g., paddle boards, snowshoes, kayaks, etc.).
10. Free employee parking on campus.
11. Special community events throughout the year.
12. Employee and Family Assistance Plan (EFAP).
13. A positive Christian fellowship environment.

Trinity Western University encourages applications from all eligible candidates who are able to commit to the University’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law. We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact People & Culture.

Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.