Executive Assistant to the President

Position Details Competition Number: JR100052 Employment Group: Exempt Staff Position Status: Regular Full time Position Start Date: July 13, 2026 Position End Date: N/A Department: President's Office Location: North Vancouver Salary Range: $67,893.00 - $95,050.00 per annum, commensurate with experience, education, and internal equity, with future opportunities for performance-based pay and career progression. Additionally, we offer a comprehensive total rewards package, including a defined pension plan, employer paid benefit premiums, and more. Job Description Summary Reporting directly to the President, the Executive Assistant to the President provides confidential and discretionary support to the President’s Office, the President, Senior Leadership Council, Executive Team, and various internal and external collaborators and partners.

The role operates across the institution, requiring a comprehensive understanding of organizational priorities, governance structures, and cross-functional relationships. This position is responsible for overseeing the administrative, operational, and financial affairs of the President’s Office. The successful candidate will work with highly confidential and sensitive information and will be competent in developing and fostering relationships.

This role requires the individual to have experience in a dynamic environment, with a high degree of professionalism, confidentiality, and adaptability. With limited supervision, this role coordinates the President’s day-to-day operations and supports activities and projects focused on the portfolio’s short- and long-term planning goals, while strategically organizing the President’s time. This position requires a proactive performer that demonstrates excellent initiative, judgment, and organization.

The ability to work with ambiguity and independently handle competing priorities is key. Effective written and oral communication skills are particularly important in this position, as are composition and proof-reading skills. In addition, experiences with project coordination and effective change management will be an asset.

Key Responsibilities Operations/Administrative Management Provides confidential senior-level executive support to the President, including direct support to the Senior Leadership Council, Executive Team, Leadership Forum, Emergency Operations Centre, and other Committees as required. Schedules meetings, initiates agendas, prepares materials/reports, attends meetings, and composes and circulates minutes and supporting documents. Proactively prepares briefing materials and ensures the President is fully supported and informed for meetings, engagements, and decision-making.

Tracks, monitors and follows up on action items, next steps and deadlines for various committees and working groups. Leads the planning of and supports high profile events and institutional activities ensuring effective execution and alignment with institutional priorities. Leads and coordinates projects and initiatives on behalf of the President, including developing plans, tracking progress, and ensuring timely completion.

Provides strategic organization and maintenance of the President’s calendar. Anticipates scheduling conflicts and aligns the President’s time with institutional priorities and strategic objectives. Coordinates travel arrangements and oversees related administrative processes, ensuring accuracy, efficiency, and compliance with institutional policies.

In collaboration with the Executive Assistant to the University Board, establishes dates for Board and Committee meetings. Develops and implements records, files and processes/procedures for the President’s Office to ensure efficient and timely workflow, including minutes, agendas and meeting packages. Identifies opportunities for continuous improvement and implements systems, tools, and processes (e.g., Microsoft 365, Teams, SharePoint, Workday) to enhance efficiency, collaboration, and information management.

Provides administrative coverage and assistance for other EAs within the Executive offices, as needed. May be required to take training and act in the capacity of a floor warden as part of the University’s Emergency Preparedness Plan (Fire, WHIMIS, and Earthquake). Communication and Service-Orientation Acts as a central point of contact between the President and other university departments and units and a range of internal contacts (such as faculty, staff, administrators, students, committee members) and external contacts (such as ministry officials, board members, other post-secondary institutions and international contacts).

Screens, prioritizes, and manages inquiries and incoming information using sound judgment, ensuring appropriate handling, distribution, and escalation of complex or sensitive matters. Prepares written reports, communications messages, web content, correspondence and presentations on behalf of the President. Effectively communicates decisions, directives and important information, following meetings and events, to the appropriate individuals, departments, and units.

Acts with an exceptional service-focused approach while exercising professionalism and consistent judgement at all times. Financial Task Support Oversees the annual financial plan and accountabilities of the President’s Office including developing budgets, monitoring and reconciling expenditures and working directly with Financial Services as required. Resolves discrepancies or brings them to the attention of the President.

Gathers information for developing, maintaining and monitoring required systems, such as operating budgets for cost centres; reviews and reconciles expenses charged to the President’s Office for accuracy. Required Knowledge, Skills and Abilities Demonstrated initiative and the ability to anticipate needs and deliver exceptional executive-level administrative support. Ability to effectively work in a diverse team environment.

Demonstrated commitment to equity, diversity, and inclusion, with the ability to work effectively with individuals from diverse backgrounds and perspectives. Ability to plan, schedule, supervise and review work of employees; while providing coaching and development opportunities – aligned with effect people management practices. Ability to effectively communicate tactfully and with discretion, both orally and in writing.

Demonstrated ability to work with a level of professionalism, excellent and consistent judgement and problem solving with an orientation to an outstanding service-orientated approach. Committed to service excellence, innovation and collaboration in the workplace. Demonstrated ability to multitask, apply a high level of organizational skills to complete projects and meet deadlines with changing priorities.

Demonstrated ability to conduct, compile and analyze research and data, to support the development of processes and procedures. Extensive knowledge of the functioning of a senior executive office and governance & board relations. Demonstrated ability to exercise independent judgment, assess risks and implications, and respond effectively to complex or sensitive situations.

Exceptional administrative skills including exceptional attention to detail, the ability to work independently and under pressure with tight timelines, and deal effectively with non-routine matters. Politically sensitive and able to work effectively with all levels of individuals within the university. Demonstrated proficiency in digital tools (e.g., Microsoft 365, Teams, Workday, SharePoint) to enhance efficiency, communication, and workflow management.

Required Training and Experience Completion of a relevant Bachelor’s degree. Five to seven years of progressive work experience, including experience as an executive assistant in a complex environment, preferably in the public sector. Advanced computer skills in Microsoft Office 365 applications.

Additional Details This position is based on a standard administrative workweek of 35 hours, typically Monday through Friday. Due to the operational nature of the role, the incumbent may be required to work flexible hours, including occasional evenings and weekends, to meet organizational priorities, support key initiatives, and participate in University events. Candidates who apply may be considered for other opportunities in the institution of similar skill sets.

Posting Detail Information Hours of Work Per Week: 35 Pay Group: AE006 Job Open Date: June 02, 2026 Job Close Date: June 11, 2026 #J-18808-Ljbffr