Executive Assistant, VP College Services
About the role
Ready for a career at Selkirk College?
Selkirk College is committed to building an environment that celebrates diversity, fosters inclusion, provides culturally safe spaces and empowers underrepresented voices. We are proud of the Indigenization Plan and Equity, Diversity & Inclusion Action Plan that guide our work, and we actively seek to hire candidates whose values and experiences align with the principles and goals of these plans.
We recognize the need for interventions to overcome systemic barriers to enable inclusion, participation and belonging for individuals with diverse lived experiences. Candidates who don’t have the exact experience or credentials listed in a job posting should still consider applying for roles where they think they’d make a great fit. We are looking for more than what a resumé can show.
Executive Assistant, VP College Services
Reporting to the Vice President College Services this position provides confidential administrative support to the VP College Services.
Location
Castlegar
Department
College Services
Subdepartment
Administration
Employee Group
Exempt
Recruitment Type
Internal / External
Appointment Type
Regular
FTE
100
Hrs / Week
35
Desired Start Date
27/10/2025
Closing Date
03/10/2025
Competition #
15082
Main Duties and Responsibilities
-
Provides confidential technical and administrative support to the VP by:
-
answering calls and emails, assisting visitors, and making referrals as required.
-
preparing timely responses to a variety of routine written inquiries.
-
researching, preparing, and routing a variety of correspondence; drafting letters and documents; collecting, compiling and analyzing data.
-
initiating and supporting core functions and processes.
-
coordinating background information and materials for the VPs in advance of public speaking events, meetings, and appointments.
-
planning, organizing, and coordinating special events.
-
preparing reports by collecting and analyzing information.
-
attending meetings, recording, transcribing, preparing, and distributing minutes.
-
collecting, formatting, assembling, coordinating, and distributing agendas, presentation materials and notices of meetings.
-
developing, implementing and maintaining records management systems and office procedures to ensure efficient and timely workflow.
-
maintaining office supplies inventory by checking stock to determine inventory level; anticipating required supplies; evaluating new office products; placing and expediting purchase orders; verifying receipt of supplies.
-
maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies; and
-
contributing to team effort by accomplishing related results.
-
Plans, organizes, and maintains the daily schedule and calendar for the VP by:
-
scheduling and coordinating meetings and events.
-
anticipating need for and preparing meeting materials ahead of time.
-
organizing room bookings and meals.
-
coordinating travel and lodging arrangements; and
-
informing the VP and others of essential timelines.
-
Supports the Board Finance and Audit Committees by:
-
maintaining the Board Finance Moodle site; and
-
assisting Board members with the use of Moodle.
-
Supports the VP, directors and other team members within the College Services division on various duties. For example tuition remission, event logistics, contract registry and UCIPP and insurance reporting.
-
Supports a number of other specific or ad hoc committees in and outside the divisions. For example project steering committees, IT Governance, AI Steering committee, Privacy Steering committee, APRC, Accessibility committee, JOHS committee, etc.
-
Serves as a liaison between the Provincial ministry staff and management, faculty and support staff. Interacts with other departments and units, in the resolution of confidential, day-to-day administrative and operational problems.
-
May provide short-term coverage for other Executive Assistants.
-
Travel may be required.
-
Performs other duties assigned by the supervisor.
Skills, Knowledge, and Abilities
- Demonstrates a significant ability for discretion and confidentiality in handling sensitive issues.
- Excellent written and verbal communication skills.
- Excellent interpersonal skills.
- Demonstrated time management and organizational skills.
- Ability to multi-task and meet deadlines.
- Service oriented.
- Proficient in word processing, minute taking, spreadsheets and scheduling applications
Education and Experience
- A post-secondary education in Business Management, Communications, English, Office Administration or a related discipline. Candidates with other combinations of education, training and experience may be considered.
- Minimum 3-5 years progressive administrative responsibilities.
- Exceptional customer service skills.
- Strong personal interest and commitment to the College's mission and vision.
This is a regular, full-time (100%) position, commencing October 27, 2025. Salary and benefits are in accordance with the Administrative Staff and Benefit Program. Based on qualifications and experience, the compensation is in accordance with the Exempt Compensation Framework which is aligned with Selkirk’s compensation philosophy. As such, the position will be placed on Grid Level 5 between the minimum and control/mid-point ($61,316.00 - $81,755.00).
We encourage applications from members of groups that have been or are currently marginalized on any grounds, including those enumerated under the BC Human Rights Code. Selkirk College supports applicants with disabilities and will accommodate a candidate’s accessibility needs during the recruitment process in accordance with the BC Human Rights Code and the Accessible British Columbia Act. If you need any adjustments to participate as a candidate in the recruitment process, please contact us at careers@selkirk.ca**.**
Candidates must be eligible to work in Canada to accept a job offer. Permanent jobs are open to Canadian citizens and permanent residents, unless otherwise stated in the posting. Candidates with a valid work permit may be eligible for temporary work over the duration of their work permit.
Selkirk College appreciates the interest of all applicants, however, only those selected for an interview will be contacted. Interested and qualified applicants are invited to apply with their chronological resume (along with cover letter and supporting documentation including diplomas and transcripts) by end of day on the closing date.
Executive Assistant, VP College Services
About the role
Ready for a career at Selkirk College?
Selkirk College is committed to building an environment that celebrates diversity, fosters inclusion, provides culturally safe spaces and empowers underrepresented voices. We are proud of the Indigenization Plan and Equity, Diversity & Inclusion Action Plan that guide our work, and we actively seek to hire candidates whose values and experiences align with the principles and goals of these plans.
We recognize the need for interventions to overcome systemic barriers to enable inclusion, participation and belonging for individuals with diverse lived experiences. Candidates who don’t have the exact experience or credentials listed in a job posting should still consider applying for roles where they think they’d make a great fit. We are looking for more than what a resumé can show.
Executive Assistant, VP College Services
Reporting to the Vice President College Services this position provides confidential administrative support to the VP College Services.
Location
Castlegar
Department
College Services
Subdepartment
Administration
Employee Group
Exempt
Recruitment Type
Internal / External
Appointment Type
Regular
FTE
100
Hrs / Week
35
Desired Start Date
27/10/2025
Closing Date
03/10/2025
Competition #
15082
Main Duties and Responsibilities
-
Provides confidential technical and administrative support to the VP by:
-
answering calls and emails, assisting visitors, and making referrals as required.
-
preparing timely responses to a variety of routine written inquiries.
-
researching, preparing, and routing a variety of correspondence; drafting letters and documents; collecting, compiling and analyzing data.
-
initiating and supporting core functions and processes.
-
coordinating background information and materials for the VPs in advance of public speaking events, meetings, and appointments.
-
planning, organizing, and coordinating special events.
-
preparing reports by collecting and analyzing information.
-
attending meetings, recording, transcribing, preparing, and distributing minutes.
-
collecting, formatting, assembling, coordinating, and distributing agendas, presentation materials and notices of meetings.
-
developing, implementing and maintaining records management systems and office procedures to ensure efficient and timely workflow.
-
maintaining office supplies inventory by checking stock to determine inventory level; anticipating required supplies; evaluating new office products; placing and expediting purchase orders; verifying receipt of supplies.
-
maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies; and
-
contributing to team effort by accomplishing related results.
-
Plans, organizes, and maintains the daily schedule and calendar for the VP by:
-
scheduling and coordinating meetings and events.
-
anticipating need for and preparing meeting materials ahead of time.
-
organizing room bookings and meals.
-
coordinating travel and lodging arrangements; and
-
informing the VP and others of essential timelines.
-
Supports the Board Finance and Audit Committees by:
-
maintaining the Board Finance Moodle site; and
-
assisting Board members with the use of Moodle.
-
Supports the VP, directors and other team members within the College Services division on various duties. For example tuition remission, event logistics, contract registry and UCIPP and insurance reporting.
-
Supports a number of other specific or ad hoc committees in and outside the divisions. For example project steering committees, IT Governance, AI Steering committee, Privacy Steering committee, APRC, Accessibility committee, JOHS committee, etc.
-
Serves as a liaison between the Provincial ministry staff and management, faculty and support staff. Interacts with other departments and units, in the resolution of confidential, day-to-day administrative and operational problems.
-
May provide short-term coverage for other Executive Assistants.
-
Travel may be required.
-
Performs other duties assigned by the supervisor.
Skills, Knowledge, and Abilities
- Demonstrates a significant ability for discretion and confidentiality in handling sensitive issues.
- Excellent written and verbal communication skills.
- Excellent interpersonal skills.
- Demonstrated time management and organizational skills.
- Ability to multi-task and meet deadlines.
- Service oriented.
- Proficient in word processing, minute taking, spreadsheets and scheduling applications
Education and Experience
- A post-secondary education in Business Management, Communications, English, Office Administration or a related discipline. Candidates with other combinations of education, training and experience may be considered.
- Minimum 3-5 years progressive administrative responsibilities.
- Exceptional customer service skills.
- Strong personal interest and commitment to the College's mission and vision.
This is a regular, full-time (100%) position, commencing October 27, 2025. Salary and benefits are in accordance with the Administrative Staff and Benefit Program. Based on qualifications and experience, the compensation is in accordance with the Exempt Compensation Framework which is aligned with Selkirk’s compensation philosophy. As such, the position will be placed on Grid Level 5 between the minimum and control/mid-point ($61,316.00 - $81,755.00).
We encourage applications from members of groups that have been or are currently marginalized on any grounds, including those enumerated under the BC Human Rights Code. Selkirk College supports applicants with disabilities and will accommodate a candidate’s accessibility needs during the recruitment process in accordance with the BC Human Rights Code and the Accessible British Columbia Act. If you need any adjustments to participate as a candidate in the recruitment process, please contact us at careers@selkirk.ca**.**
Candidates must be eligible to work in Canada to accept a job offer. Permanent jobs are open to Canadian citizens and permanent residents, unless otherwise stated in the posting. Candidates with a valid work permit may be eligible for temporary work over the duration of their work permit.
Selkirk College appreciates the interest of all applicants, however, only those selected for an interview will be contacted. Interested and qualified applicants are invited to apply with their chronological resume (along with cover letter and supporting documentation including diplomas and transcripts) by end of day on the closing date.