Confidential Assistant

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Position Details

Position Information

Position Title: Confidential Assistant

Who We Are

At BCIT, putting people at the core of everything we do is paramount. This idea is the foundation of BCIT’s People Vision, which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity. With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.

Position Summary

BCIT’s Academic Office Administration is seeking a regular, full-time (1.0 FTE) Confidential Assistant to the Associate Vice President, Academic and Associate Vice President, Students. This position provides administrative assistance to the Associate Vice Presidents (AVPs) coordinating all administrative activities to ensure efficient day-to-day operation of the AVPs’ offices. Prepares materials of a sensitive and confidential nature, coordinates the AVPs’ calendars, and arranges functions and events. Assists the AVPs in coordinating internal and external communications and the flow of information. Supports the AVPs in their development of strategies and plans, including the annual budget. Carries out special assignments, which may involve research and analysis activities.

Duties & Responsibilities

Key Accountabilities

• Coordinates all administrative activities, ensuring the efficient day-to-day operation of the AVPs’ offices. Includes developing and maintaining the necessary administrative processes and procedures.
• Assists the AVPs by preparing a wide range of materials, often of a sensitive and confidential nature, including correspondence, presentations, reports, spreadsheets, minutes, records, and other documents that support the AVPs in their ongoing activities.
• Coordinates calendars by scheduling internal and external meetings and appointments, resolving scheduling conflicts, and compiling all related materials for the AVPs’ reference.
• Coordinates arrangements for the AVPs’ functions and events, assisting with planning, venue and catering arrangements, and preparation of agendas and materials. Also coordinates travel arrangements, including itinerary, accommodation, and transportation.
• Assists the AVPs by coordinating internal and external communications, and the flow of related information and documentation. Liaises internally with the Office of the Provost & Vice President, Academic, management and staff, and externally with educational institutions, government, business and other organizations. Responds to queries/issues within the scope of the role, or redirects as appropriate.
• Assists the AVPs in their development of divisional strategies and plans, and tracking of related achievements. Coordinates development and preparation of the annual budget, including projections and recommendations; monitors budget and processes expenses, ensuring adherence to related policies.
• Orders office supplies and coordinates maintenance activities through liaison with internal and external service providers and suppliers. Resolves office technology issues, liaising with IT support and/or vendors as necessary.
• Carries out special assignments, which may involve research and analysis activities. Participates as a member of various task teams, committees and initiatives, providing an administrative perspective and support. Provides coverage for other assistants as required.

Qualifications

Qualifications & Requirements

• Completion of Grade 12 plus up to two years of post-secondary education, including courses in business and office administration and financial management.
• Minimum 5 years’ experience as an executive assistant or in another senior administrative role.
• An equivalent combination of education and experience may be considered.
• Solid communication and interpersonal skills, with the ability to provide clear explanations of policy, procedure, and other factual information.
• Ability to develop and maintain effective working relationships and exercise tact and diplomacy in dealing with confidential and sensitive information.
• Basic analytical skills with the ability to identify the root cause of administrative problems and take action to resolve.
• Solid organization skills with the ability to deal with changing priorities and tight deadlines.
• Advanced proficiency with standard office systems and applications.

Additional Information

Benefits – Why You’d Love Working With Us

• Competitive pay
• Minimum of twenty-five days of vacation
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $500 if eligible!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

Equity, Diversity & Inclusion

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact RecruitmentAssistant@bcit.ca. Please note that all applications must be submitted via the careers page portal. Email applications will not be accepted.