Executive Assistant, Facilities and Sustainability

Executive Assistant, Facilities and Sustainability

Please see Special Instructions for more details.

Interested applicants must submit their application and all required documents online and ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying.

All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Position Information

Position Title

Position Title Executive Assistant, Facilities and Sustainability

Posting Number

Posting Number 02217SA

Location

Location Various Douglas College Campuses/Satellite Campuses

Grade or Pay Level

Grade or Pay Level A - Pay Band 5 

Salary Range

Salary Range Min: $59,531; Control Point: $79,374; Max: $83,343. Placement within a salary band is typically up to the Control Point based upon a review of skills, experience and internal equity. College may place over Control point in limited circumstances.

Position Type

Position Type Administration - Regular

Posting Type

Posting Type Internal/External

Regular/Temporary

Regular/Temporary Regular

Employment Type

Employment Type Full-Time

Posting Category

Posting Category Administration

Start Date

Start Date 08/12/2024

End Date

Day of the Week

Day of the Week Mondays to Fridays

Shift

Work Arrangements

Regular hours of work are 8:30 am – 4:30 pm, Monday to Friday.

Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered. On top of this, we offer:

• Competitive extended benefits,
• Family-friendly benefits (including top-ups for maternity/parental leaves),
• Generous time-off benefits (vacation and sick leave days),
• Defined benefit pension plan with employer contribution,
• Free access to Employee Assistance Program ( EAP ) and TelaDoc,
• Continuous professional development opportunities (e.g. PD funding, tuition waivers, free courses, free access to LinkedIn Learning courses, College-provided workshops, etc.),
• Free access to the campus fitness centres, along with free fitness classes, and
• Discounted rates on wireless phone plans, car rentals, and pet insurance.

What Douglas Offers

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

The Role

Reporting to the Associate Vice President, Facilities and Sustainability, this position provides confidential administrative support to the Associate Vice President’s office and constitutes the formal channel through which sensitive, emergent, and confidential matters reach the Associate Vice President. The Executive Assistant is responsible for effectively screening and identifying matters requiring the Associate Vice President’s attention and for bringing them forward in a timely manner.

Decisions of the Executive Assistant impact the efficient administrative management of the Associate Vice President’s office. The Executive Assistant communicates with Executive Assistants for other College divisions, College administrators, senior officials of other educational institutions, government agencies, College faculty and staff, College Board members, private organizations and industry. In the absence of the Associate Vice President, this position is accountable for prioritizing and re-directing issues to an alternate administrator.

Responsibilities

Under the general direction of the Associate Vice President, Facilities and Sustainability, the Executive Assistant is accountable for the following:

Confidential Executive Support to the AVP

• Acts as the first point of contact to the Associate Vice President for individuals within the College, as well as for students and representatives of outside organizations such as government agencies, other education organizations and service providers; exercises judgment in determining the information to be provided and/or refers to the appropriate individual as required.
• Serves as a liaison with internal and external contacts, including College administrators, faculty and staff, in the resolution of day-to-day administrative and operational problems, and provides information, including interpretation of established College policies, procedures, and regulations.
• Coordinates, prioritizes, and manages the Associate Vice President’s calendar; independently troubleshoots if meeting conflicts occur and/or urgent matters arise that need immediate attention; ensures the Associate Vice President has necessary materials in preparation for meetings.
• Receives all correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining information pertaining to requests and/or referring to appropriate individual(s) as required; follows up as necessary.
• Develops and maintains secure record systems for documents and files of a confidential or sensitive nature.
• At the request of the Associate Vice President, prepares draft correspondence, presentations, agreements, reports and position papers, many of a highly confidential nature and/or complex nature.
• Coordinates special projects as assigned by the Associate Vice President. Undertakes data collection/research and analysis, and prepares summary reporting on items as requested.
• Organizes and coordinates meetings, interviews, events, and activities for the Associate Vice President and departmental staff as required, including venue, travel and logistics, itinerary, event registration, and prepares supporting documentation as required.
• Assists with the development of administrative procedures and recommends improvements as appropriate.
  
  

Committee Support

• Assists with preparation of materials for Senior Management Team and Board/Committee meetings, including the College Board’s Campus Planning Committee.
• Organizes meetings of the Campus Planning Committee of the College Board, in virtual or in-person formats; prepares the agenda, attends the meetings as an administrative resource to the committee Chair, takes formal minutes and provides other administrative assistance as required.
• Supports the AVP and works with the Executive Assistant to the Vice President, Administrative Services & CFO by planning and coordinating management’s reporting deliverables for the College Board and Board Committee.
• Prepares meeting agendas and prepares and/or assembles supporting documentation; coordinates calendar invitations for virtual and in-person arrangements; records minutes at meetings the Associate Vice President is required to chair; prepares and distributes minutes in a timely manner.
• Liaises with the Ministry responsible for post-secondary education and other external consultants in coordinating and preparing for meetings on behalf of the Associate Vice President. Supports the Ministry Capital department and other government contacts in the scheduling and provision of College produced materials for meetings that they attend, ensuring materials are accurate and professionally prepared.
• Provides administrative support for meetings of external committees the Associate Vice President attends or chairs, including City of New Westminster, City of Coquitlam and School District #43.
• Coordinates and attends College and divisional meetings for which the Associate Vice President serves as chair or management resource.
• Prepares lists of action items and follows up with respondents as necessary.
• Identifies agenda submission deadlines and ensures pertinent items are placed on meeting agendas.
• Participates on College project teams and committees related to administrative processes and procedures.
• Performs duties at Board committee and supports the AVP on campus at meetings scheduled in advance outside of standard office hours, whether virtual or in person.
  
  

Budget/Financial Support

• Coordinates the preparation of the operational budget, capital budget, and capital requests for the Associate Vice President; liaises with Finance department as required.
• Monitors the budget accounts and expenditures for the Associate Vice President, identifies discrepancies and takes any action necessary to have them corrected.
• Reviews, verifies and reconciles credit card statements, expense claim reports, invoices and cheque requisitions, and submits for processing.
• Coordinates the preparation of agreements for contractors, and tracks invoices and payments against budget.
  
  

Human Resources/Labour Relations Functions

• Coordinates employee performance evaluations for the AVP as required, including maintaining schedule/calendar for evaluations.
• Tracks and reviews monthly leave reports for excluded managers reporting to the AVP .

Other

• Participates on project teams and committees related to administrative processes and procedures.
• Actively models the Douglas College Core Competencies.
• Other duties as required.

To Be Successful in this Role You Will Need

• Completion of a two-year program in Office Administration; an undergraduate degree in business administration, or related field, is preferred.
• Progressively responsible office administrative experience with at least five years’ experience in a senior administrative support position; experience in administration of service or support departments is an asset.
• An equivalent combination of education and experience may be considered;
• Demonstrated strong skills in writing, proof-reading and editing memos for professional presentation. Highly detail oriented when working with numbers.
• Excellent organizational, presentation, written and oral communications skills; demonstrated expert level proficiency in using computer software packages for word processing, spreadsheets, databases, and presentation; proficient with virtual meeting platforms such as MS Teams and Zoom, including peripheral devices such as cameras and microphones.
• Experience taking and transcribing meeting minutes in a senior administrative environment.
• Demonstrated ability to work independently and meet deadlines.
• Demonstrated ability to work positively and professionally with the public, government departments and College employees at all levels.
• Ability to exercise good judgment in recognizing scope of authority and protecting confidential and sensitive information.
• Ability to perform administrative duties with speed and accuracy without immediate and constant supervision.
• Demonstrated abilities that align with the Douglas College Core Competency Framework.

Link to Full Position Profile

Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.

Needs a Criminal Records Check

Needs a Criminal Records Check No

Open Date

Open Date 06/05/2024

Close Date

Close Date 06/18/2024

Open Until Filled Yes

Special Instructions to Applicant

Interested applicants must submit their application and all required documents online and ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying.

All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Required fields are indicated with an asterisk (*).

• * How did you first find out about this employment opportunity?
  • Douglas College Careers Site
  • LinkedIn
  • Indeed
  • Social Media (Facebook, Instagram)
  • Personal Referral
  • Agency Referral
  • Professional Association Website
  • Colleges and Institutes Canada (CICAN)
  • Canadian Association of University Teachers (CAUT)
  • Douglas College CareerHUB
  • Career Fair or Other Hiring Event
  • Other
  • Glassdoor
• * Are you a current or former Douglas College employee/student?
  • Current employee
  • Former employee
  • Current student
  • Former student
  • None of the above
• * If you are a current/former employee/student, enter your ID number. (Type in N/A if not applicable.)

  (Open Ended Question)

• * If you are not a Canadian Citizen or Permanent Resident, do you currently have a valid Canadian work permit?
  • Yes
  • No
  • Not Applicable
• * If you have a valid Canadian work permit, please indicate expiry date and the type of work permit you hold. (Type N/A if not applicable).

  (Open Ended Question)

• * What are your salary expectations for this role?
  • Under $50,000
  • $50,000 - $55,000
  • $55,000 - $60,000
  • $60,000 - $65,000
  • $65,000 - $70,000
  • $70,000 - $75,000
  • $75,000 - $80,000
  • More than $80,000
• * Please confirm that you will maintain residency in the Lower Mainland for the duration of your employment.
  • Yes, I confirm
  • No, I am not able to meet this requirement

#J-18808-Ljbffr