CASUAL Executive Office Assistant; To Garner

Job Summary

Under the supervision of the President, the Executive Office Assistant provides confidential receptionist, clerical and administrative support to the Executive Office. The Executive Office Assistant provides support to the Executive Office by scheduling appointments/meetings, coordinating travel, handling confidential correspondence and inquiries, and creating and updating documents, reports and tracking systems. The Executive Office Assistant is responsible for preparing and processing financial documents including expense claims, invoices and credit card statements and preparing for events hosted by the Executive Office.

The work involves handling highly confidential material related to policy decisions on planning, budget, employee relations matters, confidential student matters, and collective bargaining. The Executive Office Assistant is responsible for the preparation and distribution of documents necessary for internal and external communications.

• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
• You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.

• Executive Office Support
• Meetings, Events and Travel Arrangements
• Board Administration Support, as directed
• General Administration

• Provides support for the Executive Office as the first point of contact and information/resource person
• Greets visitors, employees and students to the Executive Offices; take telephone calls and refers to the appropriate staff member or takes appropriate action
• Assists with room bookings for the Executive Office and provides technical support to visitors using the equipment in the boardroom
• Cover as directed in the absence of the Executive Assistants to the Vice Presidents: attend meetings and take minutes, prepare letters, respond to emails, telephone calls
• Maintains knowledge of current Board of Governors, Politicians and Ministry officials to ensure requests are prioritized and responded to in an appropriate manner
• Performs other duties as required

• Responsible for scheduling meetings, preparing meeting files and documents
• Books rooms, orders food service, arranges for audio‑visual equipment for internal meetings
• Acts as recorder at meetings, as required
• Coordinates logistics for events and activities relating to the Executive Office, as directed
• Sends out invitations/meeting invites
• Assists with special projects undertaken by the President’s Office and/or the Vice Presidents
• In consultation with the Executive Assistants to the President and Vice Presidents, responds to requests for meetings and, as directed, prepares meeting material for internal and external meetings
• Makes travel and accommodation arrangements as directed

• Assists with preparation/set up for Board meetings, retreats, committee meetings and Board orientation
• Assists with agenda package preparation and Board communication
• Make travel and accommodation arrangements as required
• Assists with general administrative duties as related to Board Administration

• Reconciles expense accounts as directed
• Manages invoices to ensure payments as directed
• Prepares routine correspondence and researches information for the Executive Office
• Maintains leave schedules as directed
• Creates, formats, and manages documents using current technology
• Processes numerous routine matters emanating from the Executive Office including financial and personnel requests and documents
• Liaises with internal and external college community including Government, other post‑secondary institutions, and community members
• Assists with maintaining well‑organized electronic and paper filing systems
• Maintains adequate stock of photocopier supplies; paper, toner, waste toner cartridges and submits repair requests for the photocopier as required
• Ensures adequate stationery supplies are on hand and submits IT Services…