Executive Assistant to the President

The Executive Assistant to the President is a strategic administrative partner and advisor to the President, providing support to the Board of Governors, Leadership Team, and Executive Leadership Committee. The Senior Executive Assistant exercises initiative and independent judgment in managing the President’s schedule activities, events, budgets, reports and projects.

The role demands exceptional discretion, communications and organizational skills, as well as comprehensive knowledge of college systems, policies, procedures, issues and initiatives. The Senior Executive Assistant handles confidential information, coordinates and supports high-level meetings, organizes events, manages projects on behalf of the President, and ensures smooth operations for the President and their office.

• Postsecondary degree in Business, Public Administration or other relevant discipline. Other credentials may be considered.
• Minimum 5 years related experience in the postsecondary sector.
• Project management training is an asset.
• Communicates ideas and information, both orally and in writing in a clear, concise fashion.
• Excellent computer skills, with proficiency using Microsoft Office, records systems databases, and relevant AI applications.
• Aptitude for learning new skills and adapting to change.
• Understands accounting procedures and demonstrates ability to manage budgets.
• Advanced knowledge of governance processes, including establishing Terms of Reference, effective meeting management, agenda setting and recording minutes.
• Understands the postsecondary Ministry and education system, legislation and policy framework that pertains to the college and the external organizations with which Selkirk College is associated.
• Deals tactfully and diplomatically with internal and external contacts, including those who may be in an agitated state.
• Establishes and maintains effective working relationships with various groups and individuals, including Board members, administrators, staff, faculty, students, and the community at large who seek information from the President’s Office.
• Demonstrates initiative; is a creative problem-solver with ability to exercise good judgment with minimal direction or advice from the President in the performance of all functions and duties.
• Elicit cooperation from colleagues including members of the Leadership Team other internal teams and Executive Assistants within the college and the postsecondary sector.
• Creates and seeks learning opportunities on Indigenous culture and ways of knowing and being that benefits self and the team.
• Deals with confidential information appropriately, ensuring that the integrity of the Office of the President and the college are not compromised.
• Deals with many simultaneous and diverse activities, generally under inflexible and critical time constraints with little or no supervision.
• Exceptional interpersonal skills, with the ability to perform as an integral part of the senior management team, assuming responsibility as required.
• Exemplary judgment, integrity and discretion.

• Acts as initial contact for all internal and external inquiries to the President’s Office. Uses initiative and judgment to resolve most issues; assigns matters requiring immediate attention to the appropriate area. Tracks issues to ensure they are resolved in a timely manner.
• Anticipates situations and keeps attentive to current and potential, internal and external, issues that may impact the College and its reputation. Ensures timely communication of these matters to the President, with options for resolution or response. Delegates matters appropriately in the absence of the President.
• Advises the President on administrative, policy, procedural and subject related issues. Compiles background information, prepares briefing notes, conducts research, analyzes information, and makes recommendations to the President. Summarizes and gathers additional information if required and provides options for action to the President.
• Directs the flow of information and documents between the President and Executive Leadership Team to ensure issues are dealt with appropriately. Coordinates day-to-day administrative support for the President, including managing a complex calendar and scheduling meetings, conference attendance, and making required travel and accommodation arrangements.
• Coordinates and may compile necessary background information and material for the President in advance of public speaking events, meetings, and other appointments. Allocates preparation time in the schedule to ensure that the President is apprised of their role or responsibility.
• Drafts or oversees drafting of correspondence and other documentation, including reports and policies, prepared on the President’s behalf. Coordinates and assists the President or members of the Executive Team in administering personnel issues, student complaints and recruitment matters; receives complaints and refers complainants to appropriate person, policy, or procedure; liaises with People Services, Leadership Council, and legal counsel to coordinate information using a high level of discretion and good judgment. Accompanies the President and participates in meetings, committee activities and special events, when requested by the President.
• Collects, assembles, coordinates, and distributes agendas, presentation materials and notices of meetings to the Board and its sub-committees; attends Board and Board sub-committee meetings, records, prepares, and distributes minutes; posts and maintains materials for the Board and its sub-committees on the relevant Moodle site(s); and processes Board honoraria.
• Develops, implements and maintains records management systems and office procedures for the President’s Office to ensure efficient and timely workflow. Prepares and manages the President’s Office and Board budgets with assistance from Finance.
• Prepares the President’s mileage claims, travel expense claims and PCard reconciliations.
• Provides administrative oversight of routine reporting to ensure the College meets deadlines of the Executive Team, Board of Governors and the government. Coordinates administrative support across the Executive team where necessary, and acts as a resource to the Executive Team.
• Works with Marketing and Communication to develop and maintain the President’s Office and Board of Governors’ webpages on the Selkirk College website.
• Ensures Board business is dealt with in a timely manner; facilitates the preparation of reports, proposals, and resolutions to the Board. Coordinates and confirms meetings, events, interviews, appointments, and other similar activities, arranging for meeting set-up, refreshments, room bookings and clean-up; coordinates travel and lodging arrangements for the President and Board, prepares conference/workshop registrations, prepares itineraries, and processes travel expense claims.
• Provides strategic governance advice on key issues related to the work of the Board to the Board of Governors.
• Ensures that the maintenance and/or resource needs of the Office of the President are looked after through liaison with support services such as information technology, facilities or purchasing.
• Ensure that official and institutional protocols are observed both internally and externally.
• Supports the planning of receptions and special events for employees, visiting dignitaries and government officials. Examples include but are not limited to the Award Dinners, Board Retreats, the Leadership Team Retreat, and visits by government officials.
• Liaises with various government, national and business agencies (for example: The Ministry of Post-Secondary Education and Future Skills, Colleges and Institutes Canada, BC Colleges, PSEA, STTC) on matters pertaining to Selkirk College, when requested by the President.
• Serves as a liaison with the CABRO.
• Performs other duties as assigned by the President.