Executive Assistant, Board of Governors

Position Summary

Reporting to the Director, College Governance & Strategy, the Executive Assistant to the Board of Governors is responsible for managing and coordinating the activities of the North Island College Board of Governors.

The Executive Assistant is an advanced, executive-level position which provides confidential administrative support to the Board of Governors and Leadership Team.

As such, this position requires high levels of tact, diplomacy, confidentiality, initiative, organization and judgement.

This position is responsible for the effective planning, scheduling and coordination of all Board functions and therefore requires an understanding of post-secondary education in British Columbia, and knowledge of basic parliamentary rules of order, legislation and governance.

The Executive Assistant supports the Board and Leadership Team with respect to external relationships and issues of Board processes and procedures.

This involves a thorough knowledge of the College’s vision, mission, strategic goals, collective agreements, partnerships, agencies and any other associated documents or agreements that govern the College’s compliance of policies and standards.

This position is responsible for the development and implementation of a framework of systems and procedures that anticipate, identify and address the needs of the Board and the Leadership Team.

The Executive Assistant works closely with the Leadership Team and Leadership Support Team to ensure the effective flow of information, delegation of tasks and effective operations.

NIC is an inclusive College and accordingly the Executive Assistant must demonstrate a strong commitment to teamwork, collaboration, equity and inclusion.

Position Competencies - Creates a Positive Climate and Culture

• Effective Communication Skills
• Effectively Develops Goals and Objectives
• Focuses Effectively on Key Results and Priorities
• Demonstrates a Focus on Continuous Improvement
• Interpersonal Effectiveness
• Team Leadership
• Developing Others
• Championing and Adapting to Change Duties & Responsibilities Board Governance Support
• Provide high-level confidential administrative support to the Board and its committees, while managing a busy and demanding workload.
• Coordinate and ensure the smooth provision of support functions for a high volume of Board activities including regular, closed and special meetings.

This includes planning for room layout, catering and IT support.

• Compile information, prepare reports and correspondence, including highly sensitive and confidential documents.
• Attend Board and committee meetings and accurately record and distribute agendas and minutes, with timely follow-up communication of any action items emerging from the meetings.
• Ensure timely and efficient communication and distribution of information to the Board, committees, Leadership Team and others as required.
• Coordinate and support the functions of the various Board committees, including scheduling, organizing attendees, orienting new members, building and distributing agendas, communicating notices and minutes, and implementing Board decisions.
• Ensure that the Board of Governors complies with legislated requirements and maintain the official records of the Board of Governors in accordance with legislation and College policies.
• Liaise with the Crown Agencies and Board Resourcing Office (CABRO), a department within the Ministry’s office, on a regular basis to provide support in Board recruitment, succession planning, recruitment and appointment processes and Board member evaluation.
• Support the Leadership Team and colleagues on issues related to the Board and governance, using sound judgement to advise of pressing issues and emerging matters of concern.

Management of Board Office

• Oversee and effectively manage the day-to-day operations of the Board Office.
• Liaise with and provide support to all levels of staff, internal to the College and at other educational institutions, union representatives, external counsel, government agencies and various public affiliates as required.
• Prioritize and facilitate communications received by the Board Office including telephone calls, mail and email messages, and respond on behalf of the Board Office or forward messages as appropriate.
• Develop the budget for the Board Office and monitor and approve expenditures.
• Manage the Board webpages and internal sites, ensuring content is accurate and kept up to date.
• Draft letters, reports and other documents for various internal and external stakeholders.
• Support, plan and coordinate a variety of internal and external activities, organizing travel arrangements for the Board of Governors, Leadership Team and others as needed.
• Maintain awareness of operational interests and concerns of other areas within the College, including the Leadership Team, Education Council, Public Affairs and Community Engagement.

Project Support

• Participate in the advancement, implementation and coordination of projects relating to planning and operations.
• Conduct research and analyze and summarize data from various sources including statutes, legislation and research papers for meetings, planning sessions and other related projects as required.
• Research and compose a wide variety of notices, reports, contracts and other documents intended for both internal and external audiences, including government offices, agencies and community organizations.
• Support the handling of internal and external queries regarding the Freedom of Information and Protection of Privacy Act (FOIPPA).
• Provide support on special projects as assigned by the Leadership Team.

Required Education & Experience

• A Bachelor’s Degree or equivalent in a relevant discipline.
• Minimum five years of administrative management experience, preferably in a senior executive assistant role within a post-secondary environment.

Required Knowledge Skills & Abilities

• Extensive knowledge of and experience in supporting a governance board.
• Experience with or knowledge of budgetary processes including the administration and monitoring of budgets.
• Excellent verbal and written communication, time management and presentation skills.
• Demonstrated ability to prioritize workloads and to develop, plan and complete multiple concurrent projects.
• Demonstrated ability to analyze and interpret legislation, bylaws and policies which apply to the operation of a governance board within a post-secondary environment.
• Demonstrated ability to undertake research projects and to create reports and documents.
• Demonstrated strong work ethic.
• Ability to communicate professionally and to effectively and respectfully work with individuals at all levels within the College in a variety of consultative and collaborative processes.
• Strong self-starter and superior team player.
• Advanced proficiency in business software, applications and technology, including but not limited to Microsoft Professional Suite applications, Adobe Acrobat and videoconferencing.
• Committed to upholding confidentiality, sensitivity and exercising discretion when dealing with contentious issues in an environment of changing priorities and demanding timelines.
30+ days ago