Executive Assistant to The Vp Administration and Cfo - Victoria, Canada - Camosun College

Camosun College

Verified Company

Victoria, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

A) JOB SUMMARY

Reporting to the Vice President, Administration and CFO the Executive Assistant (EA), Administration provides advanced level support to the Vice President, as well as the Manager, Administration Services and Privacy Officer.

The position also provides specialized services and knowledge in enterprise risk management, insurance, contract administration, privacy processes and records management.

The EA interacts with all levels of College administration and staff as well as external contacts in the government and the community.

The position provides procedural advice and guidance to students, staff, and the public that require diplomacy, tact, and clarity of thought and language.

The EA provides a wide range of research and project support related to strategic planning and goal setting and works with complex information and materials that are of a highly confidential and sensitive nature.

The position may provide ongoing administrative support to additional exempt employees within the Administration portfolio.

B) REPORTING RELATIONSHIPS

The EA reports directly to the Vice President Administration, and CFO and receives functional supervision from the Manager, Administration Services and Privacy Officer.

The position may supervise the work of any administrative office staff hired on a casual or contract basis.

C) ESSENTIAL JOB FUNCTIONS

Provides confidential executive support to the Vice President, Administration and CFO.
Provides administrative and other support to the Manager, Administration Services and Privacy Officer including guidance broadly to the College in the areas of contract management, insurance, enterprise risk management, and privacy matters arising as related to the Freedom of Information and Protection of Privacy Act (FIPPA) and applicable college policies.

Executive Support to the Vice President, Administration & CFO

Provides seniorlevel administrative service to the Vice President, Administration and CFO and acts as the primary contact. Channels sensitive, emergent, or confidential matters to the Vice President.
Assesses information, provides background data where necessary for decisionmaking; provides advice, replies, followup, or assists on own initiative where appropriate; responds directly, and/or writes the response for Vice President's signature.
Uses initiative and judgement to prioritize actions so that matters requiring immediate attention are appropriately addressed in a timely manner.
Participates in the revision of policies under the responsibility of the Vice President.
Processes highly confidential materials (including strategic documents, planning documents, Government documents, budgets, and labour relations matters such as grievances) and other of communication directed or emanating from the Vice President's office.
Manages the Vice President's calendar, and maintains files.
Provides clerical support for the Administration Division at the direction of the

Vice President:

which may include minute-taking at meetings or Committees, compiling agendas, preparing information, composing correspondence, and providing general administrative functions.

Arranges meetings, often with challenging timelines and varied internal and external participants; organizes requirements such as room booking, food service, and technology needs.
Maintains digital and hardcopy files for the Vice President's Office, including personnel records and data collection requirements.
Responsible for processing basic Finance and HRrelated procedures including payment vouchers, travel claims, Visa reconciliations, invoices, department budget planning, leave reporting, and assisting with recruitment processes for the Division.
Makes travel arrangements and coordinates activities as required to facilitate meeting attendance;
Provides support for typical office tasks, including submission of maintenance or equipment requests to Facilities or ITS.
May be assigned projects, research or responsibilities of a similar nature as assigned.
Assists other departments in a similar administrative support capacity as directed by the Vice President.
Provides procedural advice to students and the public that may require specialized diplomatic sensitivity and knowledge of College policy and organization.
May deal with difficult and/or upset individuals.

Administrative Services Support - Risk Management/Insurance, Contract Management, Records Management and Privacy
Under the general direction of the Manager, Administration Services and Privacy Officer, acts as the initial contact for matters related to the portfolio and provides the following administrative support:

Researches and/or supports the College's response to FOI requests, data breaches and other related matters as per privacy legislation.
Assists with monitoring the college privacy inbox: fields questions and provides informative responses in consultation with the Manager.
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