Executive Assistant to Provost

Adler University; Vancouver; Sur place; CAD 60 000 - 75 000; Plein temps

Résumé du poste

Adler University in Vancouver, BC, is seeking an Executive Administrative Assistant to provide confidential, proactive support to the Provost’s Office and back up the CFO and President as needed.

The role covers governance, academic affairs administration, communications, budget tasks, project management, data analysis, and leadership support in a fast-paced university setting.

Qualifications

• Bachelor’s Degree required.
• 3-5 years of successful administrative support to executive management.
• Intermediate level computer skills; proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Outstanding written communications and interpersonal skills.
• Excellent time management and organizational skills; ability to prioritize and take initiative.
• Ability to work in high-stress, fast-paced environment.
• Strong interaction with faculty, students and staff.

Responsabilités

• Provide diverse administrative support to the Provost’s Office.
• Coordinate Senate and committee activities; prepare agendas, minutes, follow-ups.
• Support faculty hiring, promotion, sabbatical processes; maintain confidential records.
• Draft correspondence and manage communications with external partners.
• Assist in budget development and monitoring; process contracts and expenses.
• Coordinate events, conferences, and campus visits; support academic ceremonies.
• Compile institutional data for reports and planning; ensure policy compliance.
• Supervise administrative staff and improve office procedures.

Connaissances

Written communication

Interpersonal skills

Time management

Organizational skills

Team player

Adaptability

Formation

Bachelor's Degree

Outils

Microsoft Office

Description du poste

Under the direction of the Provost and Senior VP, the Executive Administrative Assistant will perform diverse administrative support duties in support or this office. These functions will require confidentiality, initiative and sound decision making. This individual will rely on excellent organizational skills, verbal communication and writing skills and the ability to effectively handle multiple priorities. In addition to primary duties that support the Provost, the Executive Administrative Assistant with provide backup support for the Chief Financial Officer and the President.

Governance and Committee Management

• Assist with coordination of meetings of the University Senate, as well as other university committees where appropriate.
• Prepare agendas, record minutes, and track decisions and follow-up items.
• Assist with accreditation activities and documentation as required.

Academic Affairs Administration

• Support faculty hiring, promotion, and sabbatical processes.
• Maintain confidential personnel and academic records.
• Coordinate academic policy reviews and updates.

Communication and Public Relations

• Draft correspondence, speeches, announcements, and campus communications on behalf of the Provost.
• Review and edit reports and presentations for accuracy and consistency.
• Manage communications with external partners, donors, and community organizations.

Budget and Financial Responsibilities

• Assist in developing and monitoring the Provost’s office budget.
• Process contracts, purchase requests, and expense reimbursements.
• Track expenditures and prepare financial reports.
• Develop initial analysis of overage spending, etc. across Academic Affairs

Project and Event Management

• Assist or coordinate, when assigned, commencement activities, faculty recognition events, and academic ceremonies.
• Organize retreats, conferences, and campus visits by external reviewers and dignitaries.
• Assist in the organization of academic affairs presentations

Data and Compliance

• Compile and analyze institutional data for reports, strategic planning, and decision-making.
• Ensure compliance with university policies and applicable regulations.

Leadership Responsibilities

• Supervise and train administrative support staff and student employees, if applicable.
• Develop and improve office procedures and workflows.
• Serve as a trusted advisor and representative of the Provost’s Office, exercising independent judgment and discretion.

Other Support

• Support the Chief Financial Officer, when needed and assist the President and other senior executive members when they visit Vancouver.

Basic Qualifications:

• Bachelor’s Degree
• 3-5 years of successful administrative support to executive management
• Intermediate level computer skills, must be proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Outstanding written communications skillsand interpersonal skills,
• Excellent time management and organizational skills and ability to prioritize and take initiative to accommodate workflow
• Ability to work in high stress and fast paced environment
• Excellent interpersonal skills required, with the ability to interact with faculty, students and other staff
• Must be able to meet deadlines and handle multiple priorities
• Flexible and cooperative in working on team efforts with attention to detail
• Ability to adapt procedures, processes and techniques to the completion of assignments
• Accurate keyboarding and data entry skills
• Ability to come to work promptly and regularly
• Ability to concentrate and perform accurately
• Ability to take direction and react to change productively and to handle other tasks as assigned
• Must pass a pre-employment background check

Expected Pay Rate: $60,000.00-$75,000.00 CAD

Universal Core Behaviors:

Commitment to Adler’s Mission

• Acts with personal integrity, honesty, compassion. and integrity in all professional responsibilities.
• Aligns professional actions with Adler’s commitment to community-rooted education, research, and impact.
• Contributes to a culture that advances health, well-being, and community connection - locally and globally.
• Respects and values colleagues and community partners.

Accountability and Excellence

• Demonstrates results-oriented focus and commitment to quality.
• Consistently meets deadlines and delivers work of high professional standard.
• Prioritizes service and responsiveness.
• Seeks opportunities to improve efficiency, effectiveness, and resource use.
• Takes ownership of performance, seeks feedback, and accepts responsibility for actions.

Communication

• Communicates with respect, diplomacy, and professionalism.
• Demonstrates active listening and comprehension.
• Expresses ideas clearly and effectively in both oral and written forms.
• Keeps colleagues informed in a timely and transparent manner.

Collaboration and Teamwork

• Actively contributes to and engages with colleagues, partners, and communities.
• Builds relationships rooted in respect, empathy, and trust.
• Demonstrates curiosity, courage, and integrity in guiding work and decisions.
• Makes thoughtful, informed decisions that balance short-term needs with long-term impact.
• Works cooperatively with colleagues to achieve collective goals.

Adaptability and Lifelong Learning

• Approaches challenges with proactive problem-solving.
• Commits to lifelong learning by continuously developing skills, knowledge, and effectiveness.
• Supports and adapts to evolving needs in the work environment.

Partnership with Supervisors

• Engages supervisors as partners in achieving goals.
• Fosters open, respectful communication to maintain alignment and clarity.
• Seeks guidance and feedback when appropriate while demonstrating initiative and accountability.

Equal Opportunity Employer

Adler University is committed to the principle of equal employment and advancement opportunity for all employees and potential employees, along with a discrimination and harassment - free workplace environment. Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person