Executive Assistant, Board Secretariat

Job title:

Executive Assistant, Board Secretariat

Company

Capilano University

Job description

Capilano University is named after Chief Joe Capilano, an important leader of the Skwxwú7mesh (Squamish) Nation of the Coast Salish Peoples. We respectfully acknowledge that our campuses are located on the territories of the LíỈwat, xʷməθkʷəỷəm (Musqueam), shíshálh (Sechelt), Skwxwú7mesh (Squamish) and SəỈílwətaʔ/Selilwitulh (Tsleil-Waututh) 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 poolAll 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 jeremyorsted@capilanou.ca (faculty), or rheannonlewis@capilanou.ca (Ad/Ex and Staff)|Please see Special Instructions for more details.Interested applicants should submit their cover letter, resume and proof of education. Capilano University is an equal opportunity employer.Posting DetailsPosting SummaryCompetition Number S181267P
Position Title Executive Assistant, Board Secretariat
Position Number E99953
Employee Group Exempt (non-union support staff)
Position Status Regular Full-Time
Start Date
End Date (if applicable)
Department Finance & Administration
Additional NotesThis position may be required to work outside of typical office hours, including evenings, to support board functions
Location North Vancouver
Working with usAt Capilano University, learners are our focus. Guided by the goals outlined in and 2030, employees play an essential role in creating an exceptional learning experience for and with learners and are central to a thriving campus community. Together, we are inspired by imagination and Capilano University is one of the leading teaching-focused universities in British Columbia and one of BC’s Top Employers. Grounded by our sense of purpose, we offer a meaningful, friendly, and dynamic work environment.
What you’ll doThe Executive Assistant, Board Secretariat works as part of the Board Secretariat team supporting the functions of the Board of Governors. The incumbent works closely with the University Secretary, Board Chair, members of the Board, and members of the community. This is highly confidential and sensitive administrative work in coordinating and supporting the activities of the Capilano University Board. An incumbent in this position is primarily responsible for the effective functioning of the University’s Board of Governors and its committees, ensuring smooth communication between the Board, the President’s Office, and internal and external constituents. The incumbent reports to the Executive Assistant to the Vice President, Finance and Administration (EA to VPFA).

• Ensure the Board Secretariat team reflects a professional and welcoming presence for the Board to the internal and external community.
• Provide secretarial and administrative assistance to the board and its committees to ensure that the Board complies with legislated requirements. Maintain the official minutes, bylaws and other public and confidential documents of the board.
• Work closely with the Chair of the Board, the President, VP, Finance and Administration, senior administration and committee chairs, to ensure timely input of recommendations and information to committees and to the Board; recommend solutions to potential substantive and procedural difficulties.
• Ensure governance functions are efficient and service standards are adhered to.
• Support the documentation and revision of government processes, including the annual review of governance materials such as the board website, governance manual, board handbook and board committee terms of references.
• Offer support, as necessary, to the Board Chair and other Board members and committees in understanding their roles and responsibilities and carrying out their duties, including providing board orientation.
• Provide support in Board succession planning, recruitment and appointment processes; liaise with the relevant provincial government offices.
• Work closely with the Registrar’s Office regarding elections of student, staff, and faculty Board members.
• Effectively communicate all decisions, actions, directives, and information items following board meetings to the appropriate individuals, stakeholders or committees.
• Under the direction of the EA to VPFA and Board Chair, coordinates the annual board evaluation and President’s performance evaluation.
• With direction from the EA to VPFA, drafts and maintain board policies, by-laws and resolutions from minutes for the board and committee review

What you’ll bring

• Completion of a Bachelor’s degree in Business Administration, Communications or other relevant discipline.
• Minimum seven years of directly related work experience, including experience as an executive assistant and board secretary in a complex environment, preferably in the public sector.
• Advanced proficiency with Microsoft Office applications such as Word, Excel, PowerPoint and Outlook.
• Knowledge of university structure, administrative policies, procedures, rules and regulations is an asset.
• An equivalent combination of education and experience may be considered

For more informationFor more information, please see the complete
BenefitsAt Capilano University, we understand that there is more to life than work. That is why we offer comprehensive benefits and support to help you and your family live a balanced life. Take a to see what it is like to work at Capilano University.Posting Detail InformationDays and Hours of WorkOur standard work week is Monday to Friday, 8:30am – 4:00pm. This position may include evenings, weekends and non-standard work weeks.
Bridge Period (if applicable)
Pay Group 5
SalaryThe typical salary range for this role falls between $61,316- $81,775per 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.
Union N/A
Job Open Date 10/29/2024
Job Close Date
Open Until Filled Yes
Quick Link for PostingSupplemental QuestionsRequired fields are indicated with an asterisk (*). * * Are you eligible to work in Canada? (i.e. valid work permit, permanent resident, Canadian citizen)

• Yes
• No
• * Do you have a Bachelor’s degree in business, communications, or a related field?

• Yes
• No
• * Do you possess 7+ years of recent work experience as an executive assistant and/or board secretary

• Yes
• No
• * Do you have experience working within a post-secondary and/or a unionized environment?

• Yes
• No
• * Are you familiar with university structures, administrative policies, procedures, rules and regulations?

• Yes
• No

Applicant DocumentsRequired Documents * Resume

• Cover Letter

Optional Documents * Transcripts

• Portfolio
• LinkedIn Profile Link
• Proof of Education
• Certification 1
• Certification 2
• Certification 3

Capilano University locationsTo ensure the security of your data, you will be logged out due to inactivity in 3 minutes at

Expected salary

$61316 per year

Location

North Vancouver, BC

Job date

Wed, 30 Oct 2024 23:29:07 GMT

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