Executive Operations Associate, President's Office - Full-time Term

Coast Mountain College (CMTN), Terrace campus, invites applications for an experienced professional to fill a key administrator position in the role of Executive Operations Associate, President’s Office. This appointment is for a one-year term on a full-time basis. The salary for this role is $90,524.00 annually, plus a comprehensive benefits package.

At Coast Mountain College (CMTN), we are dedicated to nurturing a vibrant and welcoming community where inclusion, diversity, equity, accessibility, and interculturalism are fundamental values and form the cornerstone for our guiding principles.

We acknowledge the historic and ongoing barriers that impact students, employees, and community members, and we are determined to identify and address these obstacles through meaningful dialogue, informed policy, and sustained action. Our institution is committed to creating an environment across all CMTN campuses where students and employees feel safe, valued, and supported.

Duties:  Under the direction of the President & CEO, the Executive Operations Associate (EOA) supports the analytical and writing needs, administrative responsibilities, and smooth operations of the President’s Office. Under the general supervision of the President, the EOA will provide high-level confidential senior administrative support to the President, the senior leadership team, and associated councils and/or committees as required. As well, the EOA supports the work of the Communications lead with writing and editing confidential materials.

This role requires in-person, on-site work at the Terrace Campus from Monday through Friday. Occasional work on weekends and in the evening is required. This position may require occasional travel in the region.

• Application of critical thinking skills and the ability to write concisely and quickly, including: researching, writing, editing, and analyzing documents, data, briefing notes; interpreting and applying legislation, including FOIPPA as a member of the FOI working group; drafting reports for the government for the executive; collating data and writing summaries; editing confidential and/or sensitive documents
• Ownership and maintenance of the department’s written materials, such as writing meeting minutes, correspondence, bulletins, agendas, presentations, policies and procedures; development and usage of internal record-keeping systems that comply with relevant legislation and policies; management of confidential files; administrative support to councils and committees as required
• Project management including participation in CMTN’s strategic planning and leadership on special and annual projects in the President’s Office
• Travel arrangements, meeting logistics, and other leadership team support
• Lead institutional planning for dignitary visits, including organizing tours, liaising with the offices of dignitaries, and arranging for photography
• Establishment and maintenance of calendars, meetings and databases
• Financial support for the President’s Office, including but not limited to paying invoices, reconciling credit cards, monitoring expenditures
• Maintenance and updates of electronic and hard copy files and documents
• Support of leadership team activities, training, and meetings
• Work with confidential, time-sensitive materials

Education:

• Undergraduate degree in a related discipline. Preference will be given to candidates who have completed their bachelor’s degree, however a combination of education and experience may be considered
• Professional certifications considered an asset; such as but not limited to the Canadian Certified Administrative Professional (CCAP), Project Management Professional (PMP); Certified Information Privacy Professional (CIPP/C)

Experience:

• Three (3) or more years of progressive administrative work experience supporting an executive/executive team
• Experience using advanced features of Microsoft Suite Office, including Excel, Word, PowerPoint and Outlook
• Experience writing briefing notes, developing reports, and editing sensitive/confidential documents
• Experience coordinating logistics
• Experience in a unionized environment is highly desirable
• Experience in project management is an asset

Knowledge, Skills and Abilities:

• Ability to maintain a high degree of confidentiality
• Knowledge of administrative procedures, systems, and responsibilities
• Very strong writing and research skills, including editing and drafting documents. Ability to write and edit well without the use of artificial intelligence (AI) and generative artificial intelligence (GenAI). Note that AI cannot be used in much of the daily work of this role
• 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
• 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
• Comfortable developing relationships and rapport with internal and external partners
• Comfortable working in an environment that is political in nature, while maintaining a politically-neutral stance

To apply please send a cover letter, quoting competition 26.095E 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 TRC 94 Calls to Action that, in your opinion, is best suited to this role. Why is it well suited and how might that call to action influence your work? 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. All qualified candidates are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. Individuals who anticipate needing accommodations for any part of the application process, may contact HR in confidence, prior to the closing date.

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

• President’s Office

• Terrace