Confidential Assistant

at  British Columbia Institute of Technology BCIT

BCIT’s Information Technology Services department is seeking a regular, full-time (1.0 FTE) Confidential Assistant. This position provides administrative assistance to the Associate Vice President & Chief Information Officer (CIO) and the Chief Information Security Officer (CISO), overseeing all administrative support activities to ensure efficient day-to-day operations of Information Technology Services (ITS). Prepares materials of a sensitive and confidential nature, coordinates the CIO and the CISO’s calendar, and arranges functions and events. Assists the CIO and CISO’s in coordinating internal and external communications and the flow of information. Supports the CIO and CSIO in their development of strategies and plans, including the annual budget. Carries out special assignments, which may involve research and analysis activities.

KEY ACCOUNTABILITIES:

• Oversees all administrative activities, ensuring the efficient day-to-day operation of ITS. Includes assigning and monitoring administrative support functions and developing and maintaining the necessary administrative processes and procedures.
• Assists the CIO and CISO by preparing of a wide range of materials, often of a sensitive and confidential nature. Includes correspondence, presentations, reports, spreadsheets, minutes, records, and other documents that support the CIO and CISO in their ongoing activities.
• Coordinates the CIO and CISO’s calendar by scheduling internal and external meetings and appointments, resolving scheduling conflicts, and compiling all related materials for their reference. Coordinates their travel arrangements, including itinerary, accommodation, and transportation.
• Oversees and coordinates arrangements for ITS town hall meetings, functions and events, assisting with planning, venue and catering arrangements, and preparation of agendas and materials.
• Coordinates cross departmental activities, such as the staff engagement program, working groups and committees, including monitoring and reporting on action plan activities.
• Assists the CIO and CISO by coordinating internal and external communications, and the flow of related information and documentation. Liaises internally with office of the CFO and Executive, and externally with educational institutions, government, business and other organizations. Responds to queries/issues within scope of the role, or redirects as appropriate.
• Assists the CIO and CISO in their development of divisional strategies and plans, and tracking of related achievements. Coordinates and supports processes related to operating and capital budgets.
• Oversees and coordinates onboarding and offboarding activities and processes across ITS. Ensures accurate and timely tracking and maintenance of the Office of the CIO and CISO attendance records.
• Coordinates ordering of office supplies and coordinates maintenance activities through liaison with internal and external service providers and suppliers. Resolves office technology issues, liaising with IT support and/or vendors as necessary.
• Reviews and monitors Office of the CIO and CISO’s annual budget and forecast of operations and works closely with Leadership team and Finance Manager to ensure deliverables and deadlines are managed accordingly.
• Carries out special assignments, which may involve research and analysis activities. Participates as a member of various task teams, committees and initiatives, providing an administrative perspective and support. Provides coverage for other executive and confidential assistants as required.
• Provides administrative support to the Enterprise Risk and Internal Audit function as requested.
• Manages reporting staff, including selection, coaching, mentoring, development, performance management and all other people-management practices. Collaborates with Directors on performance-related matters.

QUALIFICATIONS & REQUIREMENTS:

• Completion of Grade 12 plus up to two years of post-secondary education, including courses in business and office administration and financial management.
• Minimum 5 years’ experience as an executive assistant or other senior administrative role, including one year of supervisory experience in a unionized environment.
• An equivalent combination of education and experience may be considered.
• Solid communication and interpersonal skills, with ability to provide clear explanations of policy, procedure, and other factual information.
• Solid leadership skills and ability to provide training to staff on various processes and tools.
• Ability to develop and maintain effective working relationships and exercise tact and diplomacy in dealing with confidential and sensitive information.
• Basic analytical skills with ability to identify the root cause of administrative problems and take action to resolve.
• Solid organization skills with ability to deal with changing priorities and tight deadlines.
• Advanced proficiency with standard office systems and applications.