The Office of the President is responsible for the effective and efficient management of the institution in its academic and administrative operations and its role in the community. Reporting to the Office Manager, the Executive Assistant to the President is a key member of the President's leadership team, providing confidential, high-level administrative support while managing the President's schedule and daily activities.
The position works closely with the President and other members of the President's leadership team and aligns the President's activities and schedule with the priorities of the university and with the President's goals. As a member of the President's administrative support team, this position liaises with internal stakeholders, including VIU employees (faculty, staff, and administrators), students, and internal committees and societies.
The role also involves engagement with government agencies, other post-secondary institutions, community leaders, Indigenous communities, and business and industry partners locally, nationally, and internationally.
The Executive Assistant to the President provides direct support to various groups and committees as assigned by the President. This position functions at a high level of confidentiality within the Office of the President and acts independently to resolve issues. The incumbent performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The incumbent ensures appropriate follow-up actions are completed and initiates meetings and communications as directed. In addition, the incumbent is responsible for managing the flow of information to and from the Office of the President.
This position will play a key role in sustaining internal relationships with senior management leaders and all areas of the University as well as external relations with community and industry partners and students.
Responsibilities include:
- Work independently to provide confidential high-level administrative support for the President.
- Liaise with internal and external constituents on behalf of the President.
- Responsible for maintaining the accuracy of the President's calendar and schedule, including contacts.
- Respond to and manage all requests for the President's time.
- Plan and initiate meetings and special events at the President's request.
- Manage all aspects of travel arrangements for the President.
- Track expenses for the President, including the preparation of monthly expense reports.
- Support for various committees as assigned.
- Provide support to the President for matters relating to Convocation.
- Manage all aspects of the day-to-day office needs including preparing correspondence.
- Collect materials for meetings and ensure all materials are prepared for the President.
- Triage correspondence appropriately, including the President's email.
- Participate in and/or lead special projects on the President's behalf.
- Provide assistance to the President when dealing with issues from internal and external constituents by evaluating the validity and urgency of the inquiry, researching background information, presenting options and preparing responses.
- Track, follow up on, and resolve action items in a timely manner, recognizing that shifting priorities, frequent revisions, and short deadlines are common.
- Contribute to a positive, productive and collaborative work environment.
- Work independently and exercise sound judgment, often with limited information and tight timelines.
- Keep the President and Office Manager informed of emerging issues, trends, concerns, and upcoming matters requiring attention.
Required Qualifications:
Bachelor's degree from an appropriately accredited institution, or an equivalent combination of education and related experience deemed comparable by the University, together with a minimum of four years of progressively responsible senior administrative support experience, preferably in a post-secondary environment. Experience providing administrative support to a senior executive, CEO, or president is considered an asset.
- Senior level proficiency in Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience working in a confidential office environment, with demonstrated sound judgment, tact, diplomacy, discretion, and professional integrity.
- Ability to manage and process confidential and sensitive material in a timely and professional manner.
- Strong organizational skills, attention to detail and the ability to manage vast quantities of information.
- Must have excellent oral and written communication skills, and a professional demeanor.
- Demonstrated initiative and the ability to work independently to achieve objectives.
- Demonstrates a strong service orientation and exceptional interpersonal skills, including the ability to build and maintain effective working relationships.
- Must have strong analytical skills and the ability to work effectively with decision-makers to develop solutions to unique and complex problems.
- Thrives in a fast-paced and at times demanding work environment.
- Able to work independently without constant supervision, while also working interdependently with others in close proximity and interrelated tasks.
- Ability to regularly assess and re-prioritize workload demands, identifying and responding to urgent, time-sensitive priorities while effectively managing multiple competing responsibilities and ensuring less urgent, but important, deadlines are also met.
VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.
Note:
- Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
- All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
- Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.
