Executive Associate to the VP, Growth & Operations

Olds College • Olds, AB

4d • CA$68,000 - CA$74,000 • Onsite

About The Position

The overall purpose of this job is to provide comprehensive administrative support to ensure the efficient operation of the Executive Offices by facilitating the timely flow of information to and from departments. Reporting to the Vice President, Growth & Operations, this role involves managing daily administrative tasks, coordinating schedules and facilitating communication within the Executive Leadership Team (ELT), College Leadership Team (CLT), Executive Administrative team, and both internal and external stakeholders. The Executive Associate will assist in organizing meetings, maintaining records, contributing to overall productivity and effectiveness of the organization. The Executive Associate plays a crucial role in supporting divisional objectives and enhancing the operational efficiency of the Executive Offices. The Executive Associate serves as the primary contact for internal and external stakeholders and community members. The position’s main contribution is ensuring the Executive Offices have the required administrative and operational support to fulfill their leadership commitments and successfully carry out the strategic priorities of the College.

Requirements

• Post-secondary 2-year diploma in a related discipline; and/or a combination of education and experience.
• Minimum of 5 years’ experience at a senior administrative level.
• 3 years’ experience supporting a Governance Board.
• Knowledge of the post-secondary system, with attention to the academic environment, structures and processes in Alberta is preferred.
• Expert planning, coordination and organizational skills with excellent attention to detail and accuracy.
• Demonstrated capacity to exercise sound judgment in sensitive situations and maintain strict confidentiality.
• Superior level of expertise with MS Office products (Outlook, Word, Excel, PowerPoint) and the Google Platform.
• Demonstrated strengths in collaboration, adaptability, flexibility, team-work, interpersonal communication and relationship building.
• Demonstrate a strong dedication to promoting inclusivity and diversity by actively seeking out and valuing diverse perspectives, fostering a welcoming and supportive environment for individuals of all backgrounds, and continuously striving to create a culture of respect and understanding.
• Actively promote and reinforce practices that prioritize the well-being and security of all individuals at Olds College and show a proactive attitude towards safety measures, continuously striving to enhance safety protocols and instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting.
• Current Criminal Reference check with a Vulnerable Sector Check that is free of any offenses.
• Must respect and actively promote health and safety policies.

Nice To Haves

• Governance certification is an asset.

Responsibilities

• Administers the operational and administrative support functions for the Executive Office.
• Assesses workflows and establishes new processes and procedures that enhance operations and delivery of service.
• Provides project management expertise on department projects as delegated.
• Assists in planning events, including galas, corporate functions, tours, and corporate announcements, by assisting the Vice Presidents or Director’s office as delegated.
• Tracks and monitors the progress of issues to resolution, initiating necessary intervention points to bring to the ELT member’s attention.
• Proactively ensures that items are addressed in a timely and responsive manner.
• Coordinates operations workflow, the annual work plan, and quarterly ELT reporting.
• Provides administrative support for Committees led by the ELT member.
• Maintains accurate and confidential records in support of the strategic priorities of the division and consistent with the related College policies and procedures.
• Proactively supports the Executive team by ensuring that items are flagged for Board of Governors information, feedback or decision.
• Coordinates overall operational practices to meet deadlines and requirements for reporting to the Board of Governors.
• Maintains a strong knowledge of the Olds College Governance model, including an understanding of Board Oversight policy requirements.
• Assists the Executive team interactions with the Board of Governors, including development of meeting materials, preparation for meeting participation and follow-up on action items.
• Maintains a strong knowledge of the Olds College business services policies and procedures.
• Supports the annual budget preparation process.
• Coordinates and monitors budget transactions and financial issues within the scope of authority, resolving issues as they arise.
• Assembles and analyzes information from budget reports in order to prepare year-end projections.
• Reconciles financial transactions for the ELT member and division expenses as assigned.
• Works closely with the Finance department regarding purchasing card buying, requisition creation, and oversees tracking expenditures on all service contracts.
• Screens correspondence and enquiries, independently responding or re-routing as appropriate.
• Liaises with and maintains broad communication links with internal and external contacts on a variety of issues.
• Proactively and independently conducts necessary research in anticipation of each meeting by liaising with internal and external contacts.
• Acts as the voice of Executive leadership, ensuring communication (internal and external) is in alignment with the position of the Executive Leadership Team.

Benefits

• Defined Benefit Pension Plan (LAPP)
• Extended Health, Dental, and Prescription Drugs benefits
• Health/Personal Spending Account
• Generous Vacation Leave
• Paid Holiday Closure
• ‘Olds College in the Community’ volunteer leave
• Professional development and opportunities for growth, including employee and family tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree