Executive Assistant

Trinity Western University - Langley, BC (30+ days ago)

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Executive Assistant to the Office of the Provost - GLOBAL
// Office of the Provost

Position Purpose and Summary

The Executive Assistant to the Office of the Provost – GLOBAL provides support to the Vice Provost, TWU GLOBAL (VPG) and Associate Provost, Leadership (APL) and administrates a range of responsibilities within the Office of the Provost (OP).

The Executive Assistant to Office of the Provost – GLOBAL represents the OP in a professional manner, oversees aspects of the external relations for the OP, and represents the OP in planning and delivery of events.

Key Areas of Accountability

Administrative Services:

  • Serve as the first point of contact for the OP and provides superior administrative support to the VPG and APL and other executive members of the OP as needed.
  • Anticipate and respond to daily and future needs in a timely manner. This includes scheduling meetings and travel, corresponding with faculty, staff, and students, and special projects as assigned.
  • Coordinate GLOBAL faculty ProD and departmental meetings, develop and maintain GLOBAL faculty files and databases as needed (e.g., GLOBAL SharePoint; full-time GLOBAL faculty WLP calculations).
  • Organize and centralize GLOBAL faculty information. Updates various academic lists on an annual basis (e.g. Academic Contact List). Works as a team with other members of the Office of the Provost administrative staff to complete various time-sensitive tasks as needed.

External Relations:

  • Support the VPG and APL in the establishment and management of international and other partnership relationships.
  • Organize and oversee execution of signature events to host international delegations.
  • Research and/or prepare presentations, report or other to provide VPG and APL with necessary materials needed for international and Branch travel engagements, networking opportunities, or on-site meetings.
  • Work with the GLOBAL Office, arranges travel for the VPG and APL, ensuring cash advances, accommodations, and other necessary arrangements are in place.
  • Follow up on post-travel activities, such as expense/mileage reimbursements or partnership agreements.

Events:

  • Assist the Senior Executive Coordinator, Office of the Provost with the planning of the spring and fall commencement events, as requested.

Academic Systems:

  • Work with GLOBAL faculty to arrange and prepare academic dishonesty student records for APL review.
  • Organize and maintain GLOBAL records related to part-time faculty hiring processes.

The Person

Skills and Abilities

  • Fluent speaker and writer in Mandarin an asset.
  • Cross-cultural sensitivity and adaptability. Strong aptitude in diplomatic communication.
  • Strong understanding of North American higher education standards.
  • Able to maintain an efficient and professional environment. Concern for good process with very high level of attention to detail.
  • Excellent interpersonal and communications skills. Able to act with diplomacy, discretion, tact and confidentiality.
  • Analytical nature and ability to problem solve proactively.
  • Ability to present a welcoming and helpful attitude while interacting with a wide range of people ranging from senior administrators, faculty, staff, students and off-campus guests.
  • Ability to work independently, manage time efficiently, and multitask during regular interruptions.
  • Excellent skills with MS Office and other TWU databases (e.g. Jenzabar, Aqueduct, SharePoint).

Personal
Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community.

Warm-hearted, dedicated, committed and mature evangelical Christian with a keen desire to serve in family, church, work and community. A firm commitment to TWU’s mission, values, Statement of Faith and Community Covenant. Strength of character and reputation, a pleasant personality with a positive and friendly attitude in the midst of a very busy and challenging atmosphere.

Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.

Key Internal Interactions

Reports: None
Reports to: Vice Provost, TWU GLOBAL; Associate Provost, Leadership

Standards & Requirements

Education: Post-secondary degree required.

Experience: 2-4 years of senior or executive support experience in a post-secondary institution or corporate office setting required. Post-secondary institutional experience preferred.

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.

Updated: December 2019
Salary Classification: 8
Agreed to by: Provost and Executive Director, Human Resources

Trinity Western University encourages applications from all eligible candidates who are able to commit to the university’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.

We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact Human Resources.

Trinity Western University is located on the traditional ancestral territory of the Sto: lo people.

Benefits:

  • Extended health care
  • Vision care
  • Dental care
  • Life insurance
  • Disability insurance

Job Types: Full-time, Permanent

Experience:

  • executive assistant: 2 years (Required)

Education:

  • Bachelor's Degree (Required)