Executive Assistant to President

Position: Executive Assistant to the President
The Office of the President is responsible for the effective and efficient management of the institution in its academic and administrative operations and its role in the community. Reporting to the Office Manager, the Executive Assistant to the President is a key member of the President's leadership team, providing confidential, high-level administrative support while managing the President's schedule and daily activities.

The position works closely with the President and other members of the President's leadership team and aligns the President's activities and schedule with the priorities of the university and with the President's goals. As a member of the President's administrative support team, this position liaises with internal stakeholders including VIU employees (faculty, staff, and administrators), students, and internal committees and societies.

The role also involves engagement with government agencies, other post-secondary institutions, community leaders, Indigenous communities, and business and industry partners locally, nationally, and internationally.

Duties
The Executive Assistant to the President provides direct support to various groups and committees as assigned by the President. This position functions at a high level of confidentiality within the Office of the President and acts independently to resolve issues. The incumbent performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices.

The incumbent ensures appropriate follow-up actions are completed and initiates meetings and communications as directed. In addition, the incumbent is responsible for managing the flow of information to and from the Office of the President.

This position will play a key role in sustaining internal relationships with senior management leaders and all areas of the University as well as external relations with community and industry partners and students.

Responsibilities include:

Work independently to provide confidential high-level administrative support for the President.

Liaise with internal and external constituents on behalf of the President.

Responsible for maintaining the accuracy of the President's calendar and schedule, including contacts.

Respond to and manage all requests for the President's time.

Plan and initiate meetings and special events at the President's request.

Manage all aspects of travel arrangements for the President.

Track expenses for the President, including the preparation of monthly expense reports.

Support for various committees as assigned.

Provide support to the President for matters relating to Convocation.

Manage all aspects of the day-to-day office needs including preparing correspondence.

Collect materials for meetings and ensure all materials are prepared for the President.

Triage correspondence appropriately, including the President's email.

Participate in and/or lead special projects on the President's behalf.

Provide assistance to the President when dealing with issues from internal and external constituents by evaluating the validity and urgency of the inquiry, researching background information, presenting options and preparing responses.

Track, follow up on, and resolve action items in a timely manner, recognizing that shifting priorities, frequent revisions, and short deadlines are common.

Contribute to a positive, productive and collaborative work environment.

Work independently and exercise sound judgment, often with limited information and tight timelines.

Keep the President and Office Manager informed of emerging issues, trends, concerns, and upcoming matters requiring attention.

Required Qualifications
Bachelor's degree from an appropriately accredited institution, or an equivalent combination of education and related experience deemed comparable by the University, together with a minimum of four years of progressively responsible senior administrative support experience, preferably in a post-secondary environment. Experience providing administrative support to a senior executive, CEO, or president is considered an asset.

Senior level proficiency in Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, and Teams.

Experience working in a confidential office environment, with demonstrated sound judgment, tact, diplomacy, discretion, and professional integrity.

Ability to manage and process confidential and sensitive material in a timely and professional…