Executive Assistant to Provost

Adler University • Vancouver, BC

18h • CA$60,000 - CA$75,000

About The Position

Under the direction of the Provost and Senior VP, the Executive Administrative Assistant will perform diverse administrative support duties in support or this office. These functions will require confidentiality, initiative and sound decision making. This individual will rely on excellent organizational skills, verbal communication and writing skills and the ability to effectively handle multiple priorities. In addition to primary duties that support the Provost, the Executive Administrative Assistant with provide backup support for the Chief Financial Officer and the President.

Requirements

• Bachelor’s Degree
• 3-5 years of successful administrative support to executive management
• Intermediate level computer skills, must be proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Outstanding written communications skillsand interpersonal skills,
• Excellent time management and organizational skills and ability to prioritize and take initiative to accommodate workflow
• Ability to work in high stress and fast paced environment
• Excellent interpersonal skills required, with the ability to interact with faculty, students and other staff
• Must be able to meet deadlines and handle multiple priorities
• Flexible and cooperative in working on team efforts with attention to detail
• Ability to adapt procedures, processes and techniques to the completion of assignments
• Accurate keyboarding and data entry skills
• Ability to come to work promptly and regularly
• Ability to concentrate and perform accurately
• Ability to take direction and react to change productively and to handle other tasks as assigned
• Must pass a pre-employment background check

Responsibilities

• Assist with coordination of meetings of the University Senate, as well as other university committees where appropriate.
• Prepare agendas, record minutes, and track decisions and follow-up items.
• Assist with accreditation activities and documentation as required.
• Support faculty hiring, promotion, and sabbatical processes.
• Maintain confidential personnel and academic records.
• Coordinate academic policy reviews and updates.
• Draft correspondence, speeches, announcements, and campus communications on behalf of the Provost.
• Review and edit reports and presentations for accuracy and consistency.
• Manage communications with external partners, donors, and community organizations.
• Assist in developing and monitoring the Provost’s office budget.
• Process contracts, purchase requests, and expense reimbursements.
• Track expenditures and prepare financial reports.
• Develop initial analysis of overage spending, etc. across Academic Affairs
• Assist or coordinate, when assigned, commencement activities, faculty recognition events, and academic ceremonies.
• Organize retreats, conferences, and campus visits by external reviewers and dignitaries.
• Assist in the organization of academic affairs presentations
• Compile and analyze institutional data for reports, strategic planning, and decision-making.
• Ensure compliance with university policies and applicable regulations.
• Supervise and train administrative support staff and student employees, if applicable.
• Develop and improve office procedures and workflows.
• Serve as a trusted advisor and representative of the Provost’s Office, exercising independent judgment and discretion.
• Support the Chief Financial Officer, when needed and assist the President and other senior executive members when they visit Vancouver.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive