Executive Assistant, President's Office- Terrace

Coast Mountain College (CMTN) invites applications for an exciting opportunity for an experienced professional to fill a key administrator position in the role of Executive Assistant, President’s Office. This appointment will commence on January 6, 2025. The salary for this role is $83,342.00 annually, plus a comprehensive benefits package.

CMTN is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from First Peoples, Black People, members of racialized groups/visible minorities, people with diverse gender identities or expressions, and people with disabilities. Individuals who anticipate needing accommodations for any part of the application process, may contact HR in confidence, prior to the closing date.

Duties:  Under the direction of the Coordinator, President’s Office, provides administrative support to the President’s Office. Strict confidentiality must be maintained in handling administrative issues. This position is well suited to someone who is dedicated to being meticulous and who thrives in a fast paced and changing environment. This position provides support to the President’s Office, Vice Presidents, Board of Governors (BOG), First Nations Council (FNC) and other key initiatives. Occasional work on weekends and in the evening is required. This position requires some travel.

Administrative Support:

• Works with confidential, time sensitive materials, and maintains confidentiality in all matters
• Prepares documents by using Microsoft Word and Excel for research purposes and other necessary information for the President’s Office
• Schedules President’s Office, Vice Presidents, BOG, FNC and various committee meetings as required
• Supports with preparing meeting agendas, distributing meeting packages, and recording accurate meeting minutes for BOG, FNC and various committees as required
• Supports the President’s Office with on campus and off campus events
• Responsible for the financial administrative functions of the President’s Office

Board of Governors Support:

• Supports the Director of the President’s Office with drafting meeting agendas and circulating meeting packages
• Records accurate BOG and committee meeting minutes and ensures accurate record keeping of all Board documents
• Responsible for all Board meeting related logistics

First Nations Council Support:

• Supports President's Office with circulating meeting packages
• Records accurate FNC meeting minutes
• Responsible for all FNC meeting related logistics

Key Initiatives:

• Supports the Coordinator of the President’s Office with Freedom of Information (FOI) requests and is a member of the FOI working group
• Reads, understands and follows the College and Institute Act that guides, at a high level, the responsibilities of the Board and institution as well as the CMTN policies and procedures and relevant legislation including the Freedom of Information and Protection of Privacy Act and the Human Rights Code
• Supports with other tasks as required

The ideal candidate will have a completed Diploma in a relevant area of study. A Bachelor’s degree along with office administration coursework is preferred.

Three years of work experience in a professional administrative environment in which you demonstrated professionalism, commitment to processes and completed tasks meticulously and accurately.

Knowledge, Skills and Abilities:

• Ability to maintain a high degree of confidentiality
• Ability to handle and prioritize multiple tasks while maintaining meticulous attention to detail in all aspects of work. Strong time management skills and a high level of organization. A ‘can do’ attitude that is action-oriented
• Sensitive to political environments and the importance of good relations in the communities the college is connected to, as demonstrated by previous experience working in a politically sensitive environment
• Very strong writing and research skills, as they pertain to duties for the President’s Office, government correspondence, and drafting documents. Ability to write well without the use of artificial intelligence (AI) and generative artificial intelligence (GenAI)
• Proficient at adapting to emerging technologies
• Experience creating, storing and sharing documents efficiently, using the Microsoft Office suite and shared storage systems, such as SharePoint
• Excellent typing skills in order to accurately take minutes
• A valid Class 5 driver’s license is required for driving college vehicles

To apply please send a cover letter, quoting competition 24.146E and an up-to-date resume to: Coast Mountain College, Human Resources (Email: apply@coastmountaincollege.ca).

In your cover letter, please select one of the 94 Calls to Action that, in your opinion, is best suited to this portfolio. Why is it well suited and how do you imagine upholding the call to action in your role at the President's Office?  Applications will be judged based on the cover letter, how well it addresses this question, and how well the applicant meets the stated qualifications.

NOTE: Only complete applications (with a cover letter and resume included) received to the above noted email address will be considered.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.  

• President’s Office

• Terrace