Bow Valley College
Job title:
Executive Assistant
Company
Bow Valley College
Job description
About Bow Valley CollegeBow Valley College is Calgary’s college with local impact and global reach, serving more than 15,000 students. We launch our students by preparing them for in-demand jobs through high-quality, future-oriented education. We advance our graduates into careers in healthcare, technology, business, entertainment arts, social services, and more, contributing to our economy and community. We evolve our students through work-integrated learning, upskilling, and reskilling.Proud to be named one of Canada’s Top 50 research colleges, our applied research focuses on health and educational technology, and social innovation. Home to the Digital Entertainment Nexus, Calgary’s first esports arena, and the Bears varsity team, Bow Valley College is celebrating 60 years of student success. Learn more about the opportunities we create at .Position SummaryReporting to the Lead, Executive Office, the Executive Assistant is responsible for providing professional coordination in a variety of areas including, but not limited to, managing the Executive’s calendar, facilitating communications internally and externally, setting and coordinating meeting agendas and logistics, recommending solutions to issues and problems, budgeting, policy and procedure research, composing and reporting, supporting documentation for items requiring Executive’s approval or attention.This position acts under the general direction of the Lead, Executive Office, and is expected to demonstrate initiative, decision-making and problem-solving, project management competencies, and be able to work independently. This position is a critical role for the Executive Office in that it involves a variety of executive level support for the Executive Office. Professionalism and confidentiality are of the utmost importance in this role as the EA is an ambassador for the Executive Office and Executive Team.The Executive Assistant provides strategic and executive support to the Executive Team by efficiently managing their calendars, ensuring optimal time management, resolving scheduling conflicts, and prioritizing engagements. As the primary liaison between the Executive Team and internal and external stakeholders—including board members, legal counsel, donors, government officials, and community partners—the Executive Assistant ensures smooth communication and fosters positive relationships. This includes prioritizing inquiries, troubleshooting conflicts, and providing recommendations for seamless day-to-day operations. This role involves managing information flow, supporting the planning and execution of executive meetings, and ensuring that team members are fully prepared with the necessary documentation. Additionally, the Executive Assistant creates agendas, presentations, and correspondence while maintaining the credibility, trust, and efficiency of the office.Key responsibilities also include coordinating travel arrangements, processing expense claims, and updating internal communication platforms. The role requires expert information and document management skills, including reviewing, organizing, and processing documents such as invoices, contracts, and reports in platforms like SharePoint, Cobblestone, Boardvantage, and MS Teams. The Executive Assistant independently gathers and organizes information, maintains records, evaluates project approaches, and ensures effective communication with stakeholders.General administrative duties involve booking meeting rooms, managing office supplies, handling financial coding and invoice processing, and ensuring the tidiness and professional appearance of the Executive Office. Additional responsibilities include registering executives for conferences, coordinating subscriptions, and facilitating hospitality for guests. Cross-training with other Executive Assistants is expected to ensure a comprehensive understanding of various executive portfolios. This role is integral in maintaining the efficiency and professionalism of the Executive Office while supporting the strategic initiatives of Bow Valley College.QualificationsThis role requires an individual with a related post-secondary diploma and at least five years of experience in a senior administrative support role, preferably in an executive office. Advanced proficiency in Microsoft Office, strong discretion with confidential materials, and technical expertise in administration, minute-taking, and information management are essential. Prior experience using Cobblestone Contract Management system (or similar) is very desirable. An equivalent combination of education and experience may be considered.Superior written and oral communication skills, attention to detail, and a high level of confidentiality are key attributes for success in this role. The ideal candidate must be able to manage a high volume of tasks and projects with minimal guidance while demonstrating sound judgment and the ability to react quickly to urgent situations. Strong interpersonal skills, knowledge of complex planning and project management, and adaptability to changing conditions are also necessary. A solid understanding of administrative functions within a board-governed college is preferred, and prior experience at Bow Valley College would be an asset.If your education was received internationally, we will require you provide an international education assessment through IQAS, WES, or one of the other nationally designated organizations upon hire.Closing Date: March 14, 2025This opening is a continuous (Exempt) position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.Diversity and Inclusion CommitmentBow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.
Expected salary
Location
Calgary, AB
Job date
Sat, 08 Mar 2025 08:35:17 GMT
To help us track our recruitment effort, please indicate in your email/cover letter where (un-jobs.net) you saw this job posting.