When you join Okanagan College, you’re joining a team that’s transforming lives and communities.
Every course you create, every student you support and every connection you build, it all matters.
Be a part of a vibrant campus community, where the work you do every day truly makes a difference.
### Your Opportunity
Under the limited supervision of the Vice-President, External and College Relations (VP, ECR), this position provides confidential, high-level administrative support to the VP and, as appropriate, other members of the Executive. The Executive Assistant (EA) plays a critical role as a trusted liaison, ensuring that communications are clear, accurate, and handled with discretion, tact, and professionalism.
On a day-to-day basis, the EA coordinates, compiles, and disseminates information; develops and maintains effective office routines and procedures; and organizes and supports committees and meetings. The EA is responsible for preparing, editing, and refining written materials to a high standard, ensuring clarity, consistency, and alignment with College priorities. The role also includes maintaining records and ensuring timely, thoughtful follow-up on actions and commitments.
In addition, the EA supports the planning, development, and implementation of key projects and initiatives for the VP, ECR, including senior-level recruitment processes. The position requires the ability to manage relationships with internal and external stakeholders with diplomacy and sound judgment, often serving as a first point of contact on behalf of the VP.
Success in this role depends on exceptional written and verbal communication skills, a keen attention to detail, and the ability to navigate complex organizational and governmental environments. An understanding of local and provincial government structures is essential, as is the ability to engage confidently and professionally with a wide range of partners.
### Functions and Duties
- Provides administrative support to the VP and at times other members of the Executive Office by:
Managing the VP’s complex schedule including making travel arrangements as necessary;
Coordinating meeting requirements including ensuring meeting space is arranged, the necessary technology is in place and functioning, and other logistics are organized;
Operating as the initial contact person to deal with inquiries and complaints, research and compile background information required and refer to appropriate person for response;
Identifying issues for the VP and developing recommendations for resolution;
Preparing and managing confidential information and correspondence pertaining to student issues, personnel matters, and other issues within the VPs area of responsibility;
Ensuring accuracy, completeness and presentation of letters, reports and agreements requiring the VP’s signature;
Assisting in the researching, drafting and preparing of VP reports/briefing notes for the Board of Governors, the President and government;
Acting as a liaison on behalf of the VP with the student unions, employee groups, community, outside agencies, consultants, government officials and counterparts within the B.C. post-secondary education system;
Conducting research and compiling information to provide the VP with material on best practices;
Compiling information for the development of policies and procedures within the VPs area;
Contributing to the development or revision of College policies and procedures, as required by the VP;
Coordinating and assisting with special events and engagement sessions as requested by the VP and SAO;
Contributing to the VP’s activities by effectively planning, organizing and coordinating materials for VP review in advance of meetings and deadlines;
Providing accurate and professional communication;
Acting as a recorder for committees as determined by the VP or SAO, taking appropriate follow-up action when required, and maintaining permanent records of minutes;
Replying to routine correspondence and drafting responses as requested by the VP;
Coordinates evaluation process of direct VP subordinates in conjunction with the VP;
Advising the VP on project, auxiliary, and clerical staff requirements.
- Assists in the preparation of budgets and administering financial documents by:
Assisting in the preparation of draft operating and capital budgets within the VP’s Office;
Monitoring and ensuring accuracy of expenditures and budgetary changes to accounts and disseminating information to the VP;
Preparing, coding and ensuring the accuracy of payments for invoices, contracts, staffing forms, and expense claims from a broad range of areas within the institution;
Ensure timely completion of Visa reconciliations and appropriate coding;
Preparing contracts as required.
- Provides for the efficient function and resource needs of the VP’s office by:
Developing and implementing office routines and procedures;
Ensuring equipment and supplies for the VP Office are ordered and available;
Participating in the onboarding process of support staff in the Executive Office and other areas of the College;
Managing institutional files and records in line with institutional policy on record access and retention;
Coordinating document/submission flow required within annual planning processes as managed by the VP. Compile and summarize, as necessary, these documents and submissions for review by the VP, Executive, Leadership Council and Deans Forum, as appropriate;
Developing and implementing a record-keeping system and office procedures for the VP’s office for efficient and timely workflow, such as filing systems, information retrieval systems, bring-forward system, and timetables for submissions of regular and special reports.
- Coordinating the recruitment and hiring process for senior level positions within the VPs area:
Arranging with People Services to activate the advertising and recruitment process;
Coordinating interview schedules;
Arranging travel for candidates;
Organizing and supporting the search committee;
Executing hiring documents;
Ensuring onboarding processes are arranged and in place;
Acting as the point of contact for applicants.
- Coordinating province wide sectorial meetings for the VP as required.
6. Vice President Vice President, Enrolment & College Relations Office duties
Organizing, preparing and distributing agendas, minutes and background material for the Leadership Council.
Liaising with the College Relations department to develop and coordinate general communications to students from the VP.
- Performs other related duties as required.
### Education and Experience
Diploma in Office Administration or equivalent. Minimum of four years of related experience, preferably in a post-secondary educational environment.
### Skills and Abilities
Skilled at communicating ideas and information, both verbally and in writing.
Proficient in the construction of documents and correspondence at a level appropriate for a post-secondary institution’s Executive Office
Ability to review and edit documents
Ability to format and present documents in a way that is consistent with the College’s brand standards
Must be flexible and able to manage high work volume and conflicting priorities to meet deadlines
Superior attention to detail and accuracy
Ability to deal tactfully and diplomatically with internal and external contacts
Awareness of local and provincial governments and ability to learn key contacts, relationships
Responsive to and capable of providing timely communication on all issues of consequence
Able to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
Excellent computer skills with proficiency using typical Okanagan College office software programs including MS365, and financial management software, as well as the ability to generate and analyze reports and to resolve difficulties with computer data input and retrieval
Intermediate understanding of accounting procedures
Demonstrated initiative; creative problem-solver with the ability to exercise good judgment
Highly developed level of integrity and discretion and able to maintain strict confidentiality and to handle sensitive issues with tact and diplomacy
Advanced minute taking skills
Ability to conduct research
Proven experience in event planning and execution
Some degree of flexibility with respect to events held outside of regular business hours
### Our Values
Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.
Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.
Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.
Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.
Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.
Distinction: We choose activities in which we can achieve excellence and positively impact society.
The successful candidate will be expected to demonstrate flexibility in response to changing workloads, including evening work to support executive-level events and special activities.
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence,
[email protected].
