Executive Assistant to the Vice Presidents

Job title:

Executive Assistant to the Vice Presidents

Company

Justice Institute of British Columbia

Job description

Campus Location: New WestminsterRegular / Term: Regular Full TimeClosing Date: Open Until FilledThe OpportunityJIBC has a rare opening for an Executive Assistant position. Reporting directly to the Manager, President’s Office, this role offers variety and autonomy in a collaborative and dynamic environment. This is a wonderful opportunity for an administrative professional with at least 5 years of experience as an Executive Assistant providing support to a team of leaders and with the ability to think innovatively and creatively in planning and developing a fresh approach to existing activities, with a continuous improvement perspective.Position SummaryThe EA to the Vice Presidents provides confidential executive support and coordination for the four vice-presidents at JIBC, common support that contributes to the effectiveness of the executive leadership team as a whole, and leadership of centralized administrative processes. This role enables the vice-presidents to advance the goals of the organization, and by facilitating work across the organization and coordinating cross-functional teams, this role contributes to consistency and alignment across JIBC. This role contributes to the overall success of the President’s Office team and ensures that all initiatives and processes contribute to JIBC’s strategic direction and the divisional goals.Executive Support to each VP

• Coordinates key meetings for individual VP calendars
• Coordinates logistics for VP-led events and other recurring meetings led by VPs
• Liaises with external partners, post-secondary institutions and associations, and government agencies to obtain and transmit information on behalf of the vice-presidents
• Ensures that work from each VP portfolio is translated into Executive Committee discussions, and supports the VPs with information preparation; initiates follow-up activities from meetings and coordinates broader communication for decisions affecting operations
• Prepares reports and presentations for VPs, researching and/or gathering information
• Manages reconciliation, signing and processing for each VP (vacation requests, invoices and expenses, etc.)
• Manages onboarding processes and orientation plans for EC direct report hires
• Coordinates special projects as assigned by the vice-presidents (for common projects, or for individual VPs as required); investigates, undertakes data collection/research, analysis, and produces summary reporting including outlining alternative options and recommendations.

Common VP Support

• Manages the common executive calendar
• Ensures VPs are aware of organizational events, and prepares briefing / context information for guest events
• Coordinates weekly VP meetings
• Creates and maintains secure common filing and records systems for documents and files of a confidential or sensitive nature, including staffing cases and decisions

Centralized Administrative Functions

• Provides coordination and administration for Senior Leadership Council (SLC), including meeting management and coordination, maintaining distribution lists, managing Teams channels and content, etc.
• Provides central coordination for organizational activities and initiatives
• Manages process for tracking staffing decisions for the organization
• Supports the annual planning and reporting processes, working closely with the VP, People, Culture and Organizational Planning; maintains awareness of all organizational initiatives
• Supports the comprehensive program review process, working closely with Academic Affairs
• Provides administration required for the JIBC Foundation, working closely with the VP, Brand, Communications and Engagement
• Manages the administration of JIBC policies and procedures, maintaining standards and documentation, supporting leaders across JIBC with policy and procedure update processes, tracking revision dates and ensuring changes move effectively through the approval processes
• Manages expenditures for assigned projects within signing authority.

Personal Leadership

• Maintains a commitment to equity, diversity and inclusion, including Indigenization. Ensures these principles are embedded throughout all the work we do.
• Understands and champions organizational strategic and business goals.
• Recommends continuous improvement initiatives and innovative approaches to increase the effectiveness and efficiency of this portfolio.
• Communicates and coordinates with the Manager, President’s Office to ensure a seamless experience for staff, leaders and external partners working with the Executive Team. Ensures coordination and back up of both roles.
• Maintains personal expertise and a commitment to personal growth, updating skills regularly and translating learning into recommendations for improvements applicable to JIBC. Initiates and maintains relationships with other professionals in similar positions to share information and resources.

Qualifications & Requirements:

• Minimum of two year diploma or Associate Degree in a relevant discipline, Bachelor’s Degree preferred.

Five years of recent related experience providing support at a senior executive level in a unionized setting, preferably within post-secondary education, and preferably supporting multiple executives consecutively is ideal but a relevant combination of experience and education will also be considered. * Knowledge and experience with professional administrative practices, including minute-takingExperience supporting financial processes, including invoice processing and expense reconciliation
Models respectful and inclusive workplace behaviors, demonstrating a commitment to meaningful outcomes in diversity, equity, and Indigenization. * Discretion and judgment in working with confidential information and materials is critical

• Advanced computer skills, and proficiency with common software programs (particularly the Microsoft suite and Teams)
• Exceptional writing skills, including the ability to draft professional documents, proposals and reports, and respond to written inquiries.
• Excellent communication skills, and interpersonal skills for managing frequent and varied interactions with staff, members of the senior leadership team, ministry representatives, suppliers, various provincial and municipal authorities and the general public
• Demonstrated commitment to proving high-level customer service
• Demonstrated ability to work collaboratively and build solid working relationships
• A high level of initiative, resourcefulness and ability to problem solve both independently and collaboratively
• Excellent organizational and planning skills, with the ability to handle multiple projects simultaneously and meet deadlines
• Proven project management skills and ability to coordinate small-mid size projects
• Ability to work simultaneously on a variety of initiatives; ability to determine priorities and balance work flow, balancing changing workload expectations and frequent interruptions.

About JIBCJustice Institute of British Columbia (JIBC) is a public, post-secondary institution that provides education and training to those who’ll be there to support British Columbians and others around the world, when a life is at stake or when health, safety or property is in jeopardy. Work for JIBC and be a part of the big picture – supporting justice and public safety professionals at all stages of their careers in fields including law enforcement, firefighting, paramedicine, security and emergency management.As a JIBC employee, you’ll play a role in our educational programming, which also includes complementary and related areas of study – from conflict resolution, mediation, leadership and counselling, to cybersecurity, business intelligence, and tactical criminal analysis – as well as applied research in the justice and public safety fields. Join our team and help us prepare JIBC graduates to contribute to safer communities and a more just society.What JIBC Offers:We offer a total compensation package that includes a benefit plan, which includes Extended Health and Dental Benefits after three months, and enrollment in the College Pension Plan upon hire. In addition, we offer 20 vacation days and 10 Personal Days annually (pro-rated in first year), as well as generous other leave entitlements.Salary Range:$74,700 to $87,885 annually – Fair Comparison Faculty Equivalent Compensation Salary Grid 6The Compensation Range shown reflects JIBC’s range for the role: between 85% and 100% of the sector range control point. In the normal course, employees will be hired, transferred or promoted between 85% – 94% of the control point, based on the knowledge, qualifications and experience for the role, with exceptions in the 95% – 100% range.Posting date:September 11, 2024Closing date:Open until filledPosition Type:Position is under review to be determined for exclusionPosition Number:1000045Employment Type:Full-Time RegularWork Arrangements:This position is located at the New Westminster campus and may be eligible for a hybrid work arrangement.How to ApplyIf you are interested in this position, please apply to . VineHR is supporting JIBC with the recruitment for this position. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. Only candidates selected for an interview will be notified.The Justice Institute of British Columbia is an equal-opportunity employer and is interested in broadening the diversity of its staff. We encourage applications from individuals from visible minority groups, individuals of Indigenous heritage, persons with disabilities, and persons of all sexual orientation or gender identity.

Expected salary

$74700 – 87885 per year

Location

New Westminster, BC

Job date

Fri, 13 Sep 2024 00:44:48 GMT

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