Executive Assistant To The Vice-President, Academic + Provost

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Executive Assistant to the Vice-President, Academic + Provost coordinates the daily operations of the Vice-President’s Office, developing and implementing processes that improve office functionality, efficiency, and professionalism.

The Executive Assistant provides confidential executive and administrative support for the Vice-President, Academic + Provost, acting as the primary point of contact for internal and external stakeholders on all matters relating to the Vice-President, Academic + Provost and as a first point of contact for the Academic Affairs Office. The EA is responsible for overseeing the coordination of the Vice-President’s intensive and demanding calendar, including establishing work schedules, and flagging priorities; monitoring projects, tasks, and deadlines; identifying urgent matters; triaging and responding to communications and requests; coordinating travel and logistics; and ensuring a seamless experience for the VP and related stakeholders.

The Executive Assistant establishes and oversees the VP’s diverse and expansive portfolio to support and ensure the VP’s ability to fulfil a high volume of responsibilities and succeed in their role serving the ECU community. This position has a key role in relationship management and information management, overseeing the administrative and logistical organization of the VP’s office, and requires thorough knowledge of the VP’s area of oversight in Academic Affairs and the VP’s daily activities.  

Benefits of Joining the Emily Carr community:

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the College Pension Plan.
• Access to personalized telecommuting options.
• Competitive vacation and Professional Development benefits.

As the successful applicant, you should possess:

• Two-year post-secondary diploma in business administration or a related field.
• Minimum of four years of administrative experience at a senior executive level, preferably as an Executive Assistant.
• Or an equivalent combination of education and experience.
• Experience providing administrative support to university committees, including Senate or Senate subcommittees is an asset.
• Thorough knowledge of university policies, rules, regulations, procedures, and functions.
• Demonstrated ability to maintain confidentiality, exercise sound judgment and sensitivity when liaising with university community groups and members.
• Ability to maintain a positive presence in the day-to-day operations of the University.
• Highly developed interpersonal skills to relate effectively to Ministry representatives and other outside contacts as well as internal community members including students, staff, and faculty.
• Strong organizational skills with the ability to meet multiple deadlines with a high degree of accuracy and attention to detail.
• Thorough knowledge of business English and effective oral and written communication skills.
• Executive level secretarial skills, ability to take and transcribe accurate minutes of complex meetings, ability to compose non-routine correspondence and memoranda, advanced word processing skills and computer literacy, with the ability to learn new software.
• Advanced skills in Microsoft Office programs including, Word, Excel, PowerPoint, and Outlook (calendar and email). 
• Strong ability to accurately maintain electronic calendars (Outlook), reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.
• Ability to use content management systems such as Drupal and WordPress web platforms is preferred.

1. Supports, assists, and supervises activities which fall under the jurisdiction of the Vice-President, Academic + Provost, including the orderly scheduling of all business activities, preparing, and typing correspondence, assisting with confidential matters, and performing research for special projects as assigned. Provides administrative assistance to senior staff, as required.
2. Initiates and maintains office practices and procedures. Sets up and maintains management information system and file storage for the Vice-President Academic’s Office.
3. Sorts, screens, delegates, and handles, as appropriate, email, telephone enquiries, and voicemail. Acts as liaison between the office and both internal and external contacts including Ministry officials, and other colleges and universities and international contacts.
4. Schedules appointments and maintains calendars/business itineraries and coordinates travel arrangements for the Vice-President.
5. Composes correspondence, reports, and other communications for own or other’s signature. Types and/or word processes a variety of material including letters, confidential correspondence, reports, and evaluations, and composes correspondence.
6. Provides administrative support to Academic Affairs, which ranges from drafting the Academic Affairs Weekly Agenda, preparing minutes for the Vice-President’s review, and following up on all action items from each meeting.
7. Provides administrative support to various University committees, including Senate subcommittees, developing meeting agendas, booking rooms, liaising with committee members, and preparing minutes. Included committees are the Curriculum Planning and Review Committee, Senate Appeals Committee, Senate Appeals Tribunal, Senate Nominations, and others, as required by the Vice-President.
8. Assembles and organizes required documentation such as information packages for presentation at meetings. Obtains materials and reports from appropriate University departments, reviews and requests additional information or revision as necessary. Copies and distributes all mail, agenda packages, and information as required. Ensures that records are properly maintained and distributed to required audiences.
9. Coordinates the cyclical Academic Review Process and other core academic planning processes in conjunction with the Vice-President and the Deans and Direct Reports.
10. In conjunction with Human Resources, coordinates key faculty processes, including sabbatical leaves, tenure + promotion, developmental reviews, and hiring plans.
11. Monitors and reviews the Vice-President’s budget on a quarterly basis. Liaises with Financial Services as needed on budget related issues on behalf of the Vice-President. 
12. Liaises with representatives of other colleges and Universities, all levels of government, private business, and the public to exchange information and coordinate work efforts.
13. Plans, prepares, and assists with catering, gift requirements, social events, receptions, conferences, visits by Ministry officials and international delegations.
14. Organizes and attends Academic Affairs Retreats.
15. Performs other related duties as required. 

To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Thursday, 18 January 2024.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

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