Executive Assistant, Operations

University of the Fraser Valley; Abbotsford; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to support the Provost and VP Academic. This role is vital for ensuring efficient management of the office, prioritizing tasks, and maintaining a high level of confidentiality. The ideal candidate will possess strong organizational and communication skills, with a proven ability to manage competing demands effectively. You will be responsible for coordinating meetings, preparing materials, and representing the office in various capacities. Join a dynamic team committed to fostering an inclusive environment and making a positive impact within the academic community.

Qualifications

• 5+ years of office administration experience, preferably in a post-secondary institution.
• Strong technical skills with MS Windows, Apple/Mac platforms, and MS Office.

Responsibilities

• Provide confidential support to the Provost and manage their calendar.
• Handle sensitive matters with tact and maintain confidential records.
• Assist with institutional events and liaise with various departments.

Skills

Interpersonal Communication

Organizational Skills

Time Management

Confidentiality

Problem-Solving

Diplomacy

Attention to Detail

Education

Undergraduate Degree in a Related Field

Tools

Microsoft Office

Outlook Calendar/Mail

Adobe

Contact Management System (CMS)

Job description

The Executive Assistant, Operations provides confidential administrative support and assists with the effective and efficient management to the Provost and VP Academic’s office.

The incumbent functions as a first point of contact to assure prioritization of the Provost and VP Academic’s time, assisting with managing and prioritizing competing demands for time. The role also handles all matters pertaining to the Provost and VP, Academic’s calendar, coordinating meetings with internal and external partners, and ensuring the Provost and VP, Academic is aware of and prepared for all scheduled meetings and events. The incumbent handles confidential materials and responds to sensitive situations, ensuring a high level of diplomacy and tact. The incumbent liaises directly with HR, Finance, administrators, with the Board and Secretariat offices on governance matters.

The Executive Assistant :

• Provides confidential support to the Provost and Office of the Provost and VP, Academic
• Maintains the Provost’s calendar and prepares meeting materials as required.
• Functions as a first point of contact to assure prioritization of the Provost and VP, Academic’s time, assisting with managing and prioritizing competing demands for time.
• Uses initiative and sound judgment to resolve issues within their authority, ensuring confidential / critical matters requiring immediate attention are dealt with directly or referred to the appropriate authority.
• Acts as initial contact for internal and external persons / agencies requesting information or action from the Provost and VP, Academic, referring to appropriate department and / or initiating actions as appropriate.
• Provides backup coverage on occasion for confidential and administrative support to a few confidential committees, including UFV’s tenure and promotion processes and the University Review Committee (URC), and Senate sub-committees, the Academic Planning and Priorities Committee (APPC), and Faculty Standards Committee (FSC).
• Prepares and distributes material and information, including those of a complex and / or highly sensitive nature, including reports, minutes of confidential meetings, collective bargaining, labour relations and other personnel matters.
• Handles a range of confidential, sensitive matters with tact and diplomacy.
• Maintains confidential records and files, including managing the central repository for contracts and agreements.
• Ensures the proper management and approval of individual and corporate expenses.
• Maintains webpages for the Provost’s office.
• Assists with the tracking of direct reports annual leave reporting.
• Provides information and assistance to the academic team, community members, students, faculty and staff on institutional policies and procedures.
• Prepares, edits, and reviews complex and / or highly sensitive material and information.
• Organizes and supports the Provost’s office and various institutional events.
• Represents the Provost’s office, as a key member of Team Convocation.
• Infuses Indigenization, Equity, Diversity, and Inclusion, leads by example, valuing differing perspectives and backgrounds and promoting equity, inclusion, and respect in a diverse work environment.
• Creates the conditions for people with Indigenous and diverse backgrounds to succeed at UFV.
• Includes equity deserving groups in opportunities and decision-making.
• Builds inclusive and diverse teams who have different perspectives, abilities, experiences, races, backgrounds, identities, and / or styles.
• Invites and responds to different perspectives from a place of curiosity, respect, and non-judgement.
• Demonstrates respect for all members of the UFV community and proactively works to create an environment of inclusivity and accessibility.
• Engages in learning and activities related to actioning indigenization and understanding the impact of colonialism and the purpose of reconciliation.

Qualifications :

• Undergraduate degree in a related field from a recognized post-secondary institution.
• Five (5) years of office administration experience, preferably at the senior assistant level and preferably in a post-secondary institution environment or similar complex organization.
• Superior interpersonal and written communication, time management, and organizational skills.
• Proven ability to work independently and as part of a team and meet multiple deadlines with a high degree of accuracy and attention to detail.
• Excellent knowledge of office practices and procedures; advanced knowledge of various software applications, primarily Microsoft Office, Outlook calendar / mail, and Adobe.
• Strong technical / computer skills (MS Windows and Apple / Mac platforms; MS Office – Word, Excel, Outlook).
• Experience supporting committees; demonstrated excellent minute taking and transcription skills; self-directed, proactive, and able to exercise discretion.
• Proven ability to work with minimal or no supervision, multi-task, and work to tight deadlines with conflicting priorities.
• Familiarity with UFV’s governance and tenure and promotion processes is preferred.
• Familiarity with UFV’s faculties, programs, policies, and procedures is preferred.
• Contact Management System (CMS) knowledge is an asset.
• Create and implement plans - shape, align and execute the strategic priorities to meet student and community needs.
• Lead change – Remain flexible, adjusting to changing circumstances and lead positive change by balancing innovation and calculated risk taking.
• Cultivate collaborative relationships – Build effective working relationships internally and externally and collaborate to achieve mutually beneficial goals.
• Inspire and develop talent - Invest in developing yourself, staff and faculty, effective teams, and our culture of excellence.
• Make effective decisions - Make sound and timely decisions that benefit UFV in both straightforward and ambiguous circumstance.
• Infuse Indigenization, Equity, Diversity, and Inclusion – Lead by example, valuing differing perspectives and backgrounds and promote equity, inclusion, and respect in a diverse environment.