Executive Assistant — University of the Fraser Valley

The Executive Assistant is a key member of the President’s administrative support team providing confidential senior administrative support to the President and managing the President’s schedule and daily activities. This position works closely with the Chief of Staff, aligning the President’s activities and schedule with the priorities of the university and with the President’s goals.

As a member of the President’s Administrative Support Team, this position liaises with internal stakeholders, such as UFV employees (faculty, staff, and administrators), students, internal committees and societies of UFV. It also involves outreach to government agencies, other post-secondary institutions, community leaders, indigenous groups, business, and industry locally, nationally and internationally.

The Executive Assistant provides direct support to the President’s Advisory Council and other groups and committees as assigned. This position functions at a high level of confidentiality within the Office of the President.

The incumbent performs advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The incumbent ensures that appropriate follow up actions are taken, and initiates meetings and communications as directed. In addition, the incumbent is responsible for the flow of information to and from the President’s office via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).

The Executive Assistant (temporary):

• Provide confidential senior level administrative support for the President, including preparing correspondence, press releases, reports, and presentations.
• Liaise with internal and external constituents on behalf of the President.
• Liaise with all levels of administration, faculty, and staff to coordinate and resolve problems and issues.
• Responsibility for maintaining the accuracy of the President’s calendar and schedule, using judgment to prioritize various meetings, appointments, and travel.
• Respond to and manage all requests for the President’s time.
• Exercise independent judgment in making decisions, providing information in accordance with established procedures and policies.
• Plan and initiate meetings and special events at the President’s request.
• Coordinate travel arrangements for the President.
• Support for President’s Advisory Council and other committees as assigned.
• Contribute to a positive, productive, and collaborative work environment.
• Manage office operations including workflow, budget operations, event planning and critical deadlines.
• Participate in and/or lead special projects on the President’s behalf.
• Provides assistance to the President when dealing with issues from internal and external constituents by evaluating the validity and urgency of the inquiry, researching background information, presenting options and preparing responses.
• Demonstrates respect for all members of the UFV community and proactively works to create an environment of inclusivity and accessibility.
• Engages in learning and activities related to actioning indigenization and understanding the impact of colonialism and the purpose of reconciliation.

Qualifications:

• Bachelor’s degree in business, business administration or administration, or a related field
• Minimum five (5) years’ related experience providing senior administrative support preferably in a post-secondary institution or environment
• Senior level competency in all Microsoft office applications, including Outlook, Word, Excel
• Proficiency in PowerPoint, Multi-sound media and other presentation platforms
• Strong organization skills
• Ability to be flexible and adaptable and deal with a variety of tasks simultaneously, generally under inflexible time constraints
• Proven ability to act with integrity, exercising tact and diplomacy in interactions with internal and external stakeholders
• Experienced in research and report writing
• Demonstrated initiative and sound judgment
• Demonstrated leadership skills and abilities
• Commitment to quality and integrity
• Enjoys working in a fast-paced and at times stressful work environment
• Demonstrated superior interpersonal, and written and oral communication skills, that include experience in dealing with the public, and a professional demeanor
• Ability to manage and process confidential and sensitive material in a professional manner
• Ability to assess options and implications, in order to identify solutions
• Must have a proactive nature and have the ability to work independently in meeting office objectives under the general direction of the President
• Experience working in a confidential office environment with the demonstrated ability of using sound judgment, tact, discretion and professional integrity

UFV Leadership Proficiencies:

• Create and implement plans – shape, align and execute the strategic priorities to meet student and community needs.
• Lead change – Remain flexible, adjusting to changing circumstances and lead positive change by balancing innovation and calculated risk taking.
• Cultivate collaborative relationships – Build effective working relationships internally and externally and collaborate to achieve mutually beneficial goals.
• Inspire and develop talent – Invest in developing yourself, staff and faculty, effective teams, and our culture of excellence.
• Make effective decisions – Make sound and timely decisions that benefit UFV in both straightforward and ambiguous circumstance.
• Infuse Indigenization, Equity, Diversity, and Inclusion – Lead by example, valuing differing perspectives and backgrounds and promote equity, inclusion, and respect in a diverse environment.

About UFV:

The University of the Fraser Valley is located on the traditional territory of the Halq’eméylem-speaking peoples. We express our gratitude and respect for the honour of living and working in Stó:lo Tém:éxw (Stó:lo Land; Stó:lo World). In all that we do, UFV strives to support and honour the Stó:lo peoples goals of self-determination and well-being on these lands. A commitment to Indigenization and Reconciliation is core to our institutional Vision and Integrated Strategic Plan: IYAQAWTXW — which means House of Transformation. This commitment includes the goal of centering Indigenous ways of knowing throughout our organization, recognizing our responsibilities to community, and a multi-year plan to increase the number of Indigenous faculty, staff, and administrators working at UFV.

UFV has four campus locations within the beautiful Fraser Valley in British Columbia. Recognized as one of BC’s top employers, UFV offers a combination of career and lifestyle benefits. Join a team of 1,400 passionate professionals who value integrity, inclusivity and excellence. At UFV, you will serve a vibrant community, and shape the future of 15,000 students.

Indigenization, equity, and diversity are essential to our work as a university. A diverse community fosters the inclusion of voices that have been historically underrepresented and marginalized. At UFV, we are committed to recruiting a diverse workforce that represents the community we proudly serve. We encourage applications from Indigenous peoples, members of groups that experience discrimination due to race, colour, place of origin, ancestry, and/or religion, persons who identify as women and 2SLGBTQ+, and persons with disabilities. We invite applicants to complete a confidential self-identification survey as part of the application process. All questions are voluntary, with an option to decline to answer.  Information will be used to support efforts to broaden the diversity of the recruitment process, and results are not shared with the selection committee.  Inquiries about the survey may be directed to careers@ufv.ca.  Learn more about our commitment to diversity and inclusion.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. In an effort to be both environmentally and fiscally responsible, UFV will contact only candidates receiving an interview. We thank all applicants for considering UFV for employment. Shortlisted applicants may be required to undergo a criminal record check and/ or a verification of their education credentials.

UFV is committed to the principle of equity in employment.