Executive Assistant, Operations

Job Summary

The Executive Assistant Operations provides confidential administrative support and assists with the effective and efficient management to the Provost and VP Academics office. The incumbent functions as a first point of contact to assure prioritization of the Provost and VP Academics time assisting with managing and prioritizing competing demands for time. The role also handles all matters pertaining to the Provost and VP Academics calendar coordinating meetings with internal and external partners and ensuring the Provost and VP Academic is aware of and prepared for all scheduled meetings and events. The incumbent handles confidential materials and responds to sensitive situations ensuring a high level of diplomacy and tact. The incumbent liaises directly with HR Finance administrators with the Board and Secretariat offices on governance matters.

Qualifications

• Undergraduate degree in a related field from a recognized post-secondary institution.
• Five (5) years of office administration experience preferably at the senior assistant level and preferably in a post-secondary institution environment or similar complex organization.
• Superior interpersonal and written communication time management and organizational skills.
• Proven ability to work independently and as part of a team and meet multiple deadlines with a high degree of accuracy and attention to detail.
• Excellent knowledge of office practices and procedures; advanced knowledge of various software applications primarily Microsoft Office Outlook calendar/mail and Adobe.
• Strong technical/computer skills (MS Windows and Apple/Mac platforms; MS Office Word Excel Outlook).
• Experience supporting committees; demonstrated excellent minute taking and transcription skills; self-directed proactive and able to exercise discretion.
• Proven ability to work with minimal or no supervision multi-task and work to tight deadlines with conflicting priorities.
• Familiarity with UFVs governance and tenure and promotion processes is preferred.
• Familiarity with UFVs faculties programs policies and procedures is preferred.
• Contact Management System (CMS) knowledge is an asset.

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.
  

How to Apply

Please submit your resume and cover letter by the application deadline.

About UFV

The University of the Fraser Valley is located on the traditional territory of the Halqeméylem-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 campus locations in Abbotsford Chilliwack Mission and Hope in the beautiful British Columbia and in Chandigarh India. Recognized as one of BCs top employers UFV offers a combination of career and lifestyle benefits. Join a team of 1400 passionate professionals who value integrity inclusivity and excellence. At UFV you will serve a vibrant community and shape the future of 15000 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 Learn more about our commitment to diversity and inclusion.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given 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.