Executive Assistant, President's Office-Terrace

at  Coast Mountain College

Executive Assistant, President’s Office-Terrace
Job description and duties
Coast Mountain College (CMTN) invites applications for an exciting opportunity for an experienced professional to fill a key administrator position in the role of Executive Assistant, President’s Office. This appointment will commence as soon as possible. The salary for this role is $83,342.00 annually, plus a comprehensive benefits package.
CMTN is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from First Peoples, People of Color, members of racialized groups/visible minorities, people with diverse gender identities or expressions, and people with disabilities. Individuals who anticipate needing accommodations for any part of the application process, may contact HR in confidence, prior to the closing date.

Duties: Under the direction of the Director, President’s Office, provides administrative support to the governance, policy and privacy work of the Director. Strict confidentiality must be maintained in handling administrative issues. This position is well suited to someone who is dedicated to being meticulous and who thrives in a fast paced and changing environment. This position provides support on an as-needed basis to members of President’s Council and for key initiatives. This role requires in-person, on-site work at the Terrace Campus from Monday-Friday. Occasional work on weekends and in the evening is required. This position requires some travel in the region.

• Works with confidential, time sensitive materials, and maintains confidentiality in all matters
• Prepares documents by using Microsoft Word and Excel for research purposes and other necessary information
• Schedules and coordinates Board of Governors meetings and various committee meetings as required
• Supports with preparing meeting agendas, distributing meeting packages, and recording accurate meeting minutes
• Supports the Director of the President’s Office with Freedom of Information (FOI) requests and is a member of the FOI working group
• Drafts briefing notes
• Reads, understands and follows the College and Institute Act that guides, at a high level, the responsibilities of the Board and institution as well as the CMTN policies and procedures and relevant legislation including the Freedom of Information and Protection of Privacy Act and the Human Rights Code
• Supports with other tasks as required
• Supports other Executive Assistant roles for vacation and illness coverage as required

Qualifications

Qualifications and Experience:

• A completed diploma; a bachelor’s degree is preferred
• Two years of work experience in a professional administrative environment in which you demonstrated professionalism, commitment to processes and completed tasks meticulously and accurately

Knowledge, Skills and Abilities:

• Ability to maintain a high degree of confidentiality
• Ability to handle and prioritize multiple tasks while maintaining meticulous attention to detail in all aspects of work. Strong time management skills and a high level of organization. A ‘can do’ attitude that is action-oriented
• Very strong writing and research skills, as they pertain to duties for the President’s Office, government correspondence, and drafting documents. Ability to write well without the use of artificial intelligence (AI) and generative artificial intelligence (GenAI)
• Proficient at adapting to emerging technologies
• Experience creating, storing and sharing documents efficiently, using the Microsoft Office suite and shared storage systems, such as SharePoint
• Excellent typing skills in order to accurately take minutes
• A valid Class 5 driver’s license is required for driving college vehicles

Application information
To apply please send a cover letter, quoting competition 25.011E and an up-to-date resume to: Coast Mountain College, Human Resources (Email: apply@coastmountaincollege.ca).
In your cover letter, please select one of the TRC 94 Calls to Action that, in your opinion, is best suited to this portfolio. Why is it well suited and how might that call to action influence your work? Applications will be judged based on the cover letter, how well it addresses this question, and how well the applicant meets the stated qualifications.
NOTE: Only complete applications (with a cover letter and resume included) received to the above noted email address will be considered.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Closing date
January 31, 2025
Competition number
25.011E
Job status
Open
Posting type
Exempt (non-union)
Audience
Internal CUPE Faculty, Internal BCGEU Faculty, Internal BCGEU Support Staff

Department

• President’s Office

Campuses

• Terrace

• Works with confidential, time sensitive materials, and maintains confidentiality in all matters
• Prepares documents by using Microsoft Word and Excel for research purposes and other necessary information
• Schedules and coordinates Board of Governors meetings and various committee meetings as required
• Supports with preparing meeting agendas, distributing meeting packages, and recording accurate meeting minutes
• Supports the Director of the President’s Office with Freedom of Information (FOI) requests and is a member of the FOI working group
• Drafts briefing notes
• Reads, understands and follows the College and Institute Act that guides, at a high level, the responsibilities of the Board and institution as well as the CMTN policies and procedures and relevant legislation including the Freedom of Information and Protection of Privacy Act and the Human Rights Code
• Supports with other tasks as required
• Supports other Executive Assistant roles for vacation and illness coverage as require