Executive Assistant Jobs

Bow Valley College is Calgary and region’s only Comprehensive Community College with 14,000 full- and part-time students and campuses in Airdrie, Cochrane, and Okotoks. Our graduates contribute to the digital economy, careers in business, TV & film production, and serve on the frontlines of healthcare and social services. Bow Valley College invests in three applied research pillars: educational technology, social innovation, and health.

Why work at Bow Valley College? Bow Valley College is an Alberta Top 75 employer made up of employees who are committed to our learners´ success, as well as each other´s. Our values of respect, inclusion, creativity, teamwork, and resilience are reflected in how we work together to include all learners, challenge our thinking, remove barriers, provide opportunity, and make all learning count.

Reporting to the Vice President External, the Executive Assistant is responsible for providing professional coordination in a variety of areas including, but not limited to, managing Vice President’s calendar, facilitating communications internally and externally, setting and coordinating meeting agendas and logistics, recommending solutions to issues and problems, budgeting, policy and procedure research, composing and reporting, supporting documentation for items requiring Vice President approval or attention.

This position acts under the general direction of the Vice President, expected to demonstrate initiative, decision making and problem solving, project management competencies and be able to work independently. This position is a critical role for the External Division in that it involves a variety of executive and senior level support for the Vice President, including assisting the Directors of Government Relations, Strategic Partnerships and Fund Development & Alumni Engagement, and the Campaign Manager role, when required. The EA also provides back-up support for EAs of other members of the Executive Team.

Professionalism and confidentiality are of the utmost importance in this role as the EA is an ambassador for the Vice President.

Position Responsibilities:

Executive and Strategic Support

• Maintains schedule of vacation and travel plans of the VP External, and the VP’s direct reports (such as the Directors of Government Relations, Strategic Partnerships and Fund Development & Alumni Engagement, and the Campaign Manager) as required:
• Prioritizes inquiries and requests while troubleshooting conflicts; makes judgements and recommendations to ensure smooth day-to-day engagements
• Manages information routed through the External office in an effective and efficient manner, assists with follow up actions as required.
• Promotes a positive image of Bow Valley College, maintaining positive relationships with all contacts, whether within the College or outside, such as Board members, legal counsel, investment managers and other stakeholders.
• Liaises with internal and external stakeholders, includes all departments within the College, and external partners and contacts from other post-secondary institutions.
• Strategically manages the calendar of the VP External, ensuring that time is used strategically and appropriately (i.e., enough time between meetings to accomplish tasks). Resolves issues relating to schedule and priorities.

o makes all travel arrangements

o creates expense claims for business expenses.

o Ensures the efficiency and accuracy of the information.

• Supports all aspects of the Vice President’s work in fund development including data collection, report writing, letter writing, donor presentations, donor stewardship, recognition, hosting, and event management.
• Answers phones and manages all facets of first point of contact for the Vice President.
• General administration responsibilities; including accurate coding of invoices and reconciliation of College credit card, requiring understanding of Delegated Signing Authority Policy.
• Monitors division budgets, compiling monthly reports for VP and Directors, and Campaign Manager role ensuring all accounting is conducted according to standards and protocols set by the Finance Department.
• Remains up to date on all relevant Microsoft Office products and provide in-office support, as necessary.
• Circulation and recording of key pieces of information resulting from department and official organizational meetings.
• May provide support to the Directors of Government Relations, Strategic Partnerships and Fund Development & Alumni Engagement, and the Campaign Manager, when required.
• Coordinates projects from time to time.
• Other duties as required.
• Prepares documentation, including presentation material and speaking notes.
• Provides back-up support for EAs of other members of the Executive Team.
• Coordinates projects from time to time.
• Processes requisition forms, invoices, financial coding, and signatures as required.
• Collects, prepares, and distributes supporting materials for meetings as required by agenda.
• Orders and maintains office supplies for the Vice President and the Executive Office.
• Registers web conferences as directed by the VP, coordinates subscriptions and association dues.
• Ensures that the VP External is fully prepared for all meetings, anticipates needs and provides the information and documentation required.
• Creates agendas, documents, presentations, minutes for meetings, letters, and cards.
• Responsible for SWAG orders for the department and responsible for the Annual Volunteer Gifts.
• Provides a bridge for smooth communication between the External division and internal departments; demonstrating leadership to maintain credibility, trust and support.
• Assists with onboarding of new employees within the Division and exit processes (computer, keys, passes, etc).
• Reviews documents, requisitions, invoices, etc., to be signed by the VP, External for accuracy and processes accordingly.
• Compiles and distributes HR monthly reports to Campaign Manager role, Divisional Directors and VP.
• Keeps the VP, External informed of issues or emerging trends.
• Booking of meeting rooms and subsequent refreshments if necessary and putting in place the necessary electronic file management processes that are needed to keep the office operational.
• Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgement to make decisions, and ensuring effective communication with stakeholders.
• Responsible for the Government Relations Team meeting scheduling, minutes, and meeting materials,
• Provides administrative support to the Campaign Manager role and Campaign Cabinet including booking meetings, taking minutes, assisting with preparations of meeting materials, and support hosting meetings and events.
• Coordinates projects from time to time.
• Processes and submits staff expenses for the Vice President, External Directors, Campaign Manager role, and divisional staff as required.
• Manages information and correspondence in the office and assigns a priority to all incoming information based on expert knowledge of priorities.
• Plays a key role in administrative support for the Fund Development process through engaging with volunteers, donors, and prospective donors, booking meetings through positive relationships with support staff for external business and community leaders, and supporting the engagement relationship management of high-skill volunteers and Campaign Cabinet Members.
• Researches and gathers information and prepares draft reports which are accurate and concise.
• Develops and maintains an efficient system for the position.

Minimum Qualifications

• Understands the need for discretion with confidential material.
• Advanced MS Office skills
• An equivalent combination of directly related education and experience may be considered
• Technically proficient in administration, minute taking, and information management.
• Related post-secondary Diploma
• A minimum of 5 years’ experience in a senior administrative support role, preferably in an Executive Office.

Preferred Qualifications

• Ability to address different groups of people
• Demonstrated interpersonal skills.
• Superior written and oral communication skills and must have the ability to prepare relevent documentation, communication and correspondance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Solid knowledge of administrative functions in a public sector, board-governed college. Previous experience at Bow Valley College would be an asset.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Excellent attention to detail and a high level of confidentiality.
• Knowledge of complex planning, development, implementation, and project management practices.
• Personal willingness and ability to adapt behaviour and work methods in response to new information, changing conditions or unexpected obstacles.