Executive Assistant To The President (1 Year)

Position Job Title: Executive Assistant to the President

Employment Type: Full-Time, Fixed-Term (1-Year)

Location: First month of employment: Remote

Remaining duration of employment: On-campus

Reports To: President and Vice-Chancellor

About University Canada West

University Canada West is an innovative business and technology-oriented, dynamic, and growing institution that was founded in 2005. Based in Downtown Vancouver, the university is defined by its close connections to the business community and a commitment to outstanding student services.

Here, at UCW, we connect recognized, well-established specialists and ambitious young professionals, so they learn from each other and thrive in our diverse environment. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming.

We are privileged to do this work on the unceded, traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh) Nations. We thank them for having cared for this land since time immemorial, honour their graciousness to the students who seek knowledge here, and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.

University Canada West is committed to equity, diversity and inclusivity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons and others who may contribute to the further diversification of ideas.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].

Primary Purpose

The primary role of the Executive Assistant is to provide comprehensive and proactive administrative support, ensuring the smooth operations of the President’s office. The Executive Assistant will be responsible for effectively managing schedules and activities and supporting the facilitation of daily tasks, thereby contributing to the overall efficiency and effectiveness of the President’s role.

Specific Responsibilities

• Prepare and curate documents for the President’s review and signature, ensuring accuracy and adherence to established protocols and standards
• Review incoming correspondences, prioritize, and flag to the President where appropriate
• Monitor and process e-mails, mail, and other correspondences
• Responsible for calendar management and scheduling; coordinate and prioritize meetings in-person and across multiple time zones using a variety of online meeting platforms
• Manage confidential information with discretion
• Prepare and process expense claims
• Assist with presentations and other projects as needed
• Handle travel arrangements, including flights, hotels, and ground transportation
• Compile background briefing materials for meetings, conferences, appointments, or interviews and take and distribute meeting minutes where applicable
• Responsible for the day-to-day executive administrative support
• Liaise with other departments and external stakeholders as required
• Provide a well-organized, efficient, and professional front-line image with internal and external clients
• Conduct high-level research to support the organization and overall business needs
• Compose and edit a variety of documents and e-mails, including highly confidential correspondence, memos, presentations, MOUs, contracts, and proposals
• Organize and support visits from various delegates concerning the university’s business needs
• Assist preparation for all virtual speaking and social events, correspond with external/internal stakeholders, and work with the internal team on the coordination of PPTs and speeches
• Participate in ad-hoc event committees and assist with preparations as required
• Maintain a well-organized filing and backup system

Position Requirements

Competencies:

• Ability to act with tact, good judgment, and discretion; protecting confidential information is a must
• Maintains a calm and professional demeanour
• Deadline-driven and goal-oriented
• Excellent interpersonal, oral, and written communication skills; ability to effectively communicate and interact with all individuals with integrity, empathy, and sincerity
• Ability to build harmonious working relationships with co-workers and clients
• Proven self-starter and problem solver
• Performs duties with speed and accuracy without immediate and constant supervision
• Superior organizational skills

Education and Experience:

• Bachelor’s degree in business administration, or relevant experience
• Proficiency in Microsoft Office, Word, Excel, PowerPoint, Outlook and Adobe
• Minimum three (3) years as an Executive Assistant to a President or other C-level Executive
• Written and spoken fluency in English

To apply, please attach your cover letter and resume in a single document.

We greatly appreciate your time and efforts in applying for the position at UCW; however, please note that only successful candidates will be contacted due to the high volume of applications.