Assistant to Executive Director

British Columbia Institute of Technology (BCIT) - Burnaby, BC (30+ days ago)

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BCIT Foundation is looking for a regular, full-time Assistant to Executive Director. The Assistant to the Executive Director, BCIT Foundation is responsible for the day-to-day administrative operations in support of the Executive Director and the goals and objectives of the Advancement Division. This position provides a variety of executive and administrative support in the areas of volunteer management, strategic and operational planning, personnel administration, fundraising, donor and stakeholder relations, and related confidential matters.

Duties & Responsibilities

Organizes, coordinates and maintains all administrative functions in support of the Executive Director’s (ED) areas of responsibility.
Develops and maintains administrative and operational procedures required for the effective operation of the ED’s office, BCIT Foundation and Advancement Division.
Maintains an ongoing awareness of the ED’s goals and objectives, issues requiring resolution, tracking priorities and follow-up actions requiring immediate attention.
Manages the ED’s calendar including prioritizing projects, scheduling meetings, and coordinating with internal and external stakeholders.
Provides administrative support to the ED and the Advancement leadership team on personnel matters, including administrating the division’s annual performance appraisals, maintaining the electronic records and related tasks as required.
Assists the ED and Advancement leadership team by providing administrative support for the development and implementation of divisional strategic plans and related budget.
Coordinates communication between the ED and organizational reports, Advancement division, donors, volunteer Foundation Board and committee members, BCIT leadership, industry partners, and BCIT faculty and staff.
Updates divisional documents as required, including the organizational chart, staff directory, and policies and procedures documents.
Provides support for Foundation Board and committee meetings, including drafting operational briefing notes for the ED’s review and gathering necessary information as required.
Utilizes specialized fundraising software to track major gift donors, prospects and contacts; pull queries and reports; record donor activity; update donor information; and compile donor briefs.
Provides backup support to the Assistant to the Vice President, Advancement as workload and absence requires, including preparing briefing notes and documents for the Vice President for upcoming meetings, and calendar support.
Provides support to the Assistant, Major Gifts as required in support of the Major Gifts team, including donor service, maintaining accurate donor records, assisting with the development of a variety of communications including proposals, donor agreements, reports and presentations; tracking priority projects and donor agreements; calendar support; and providing meeting and event support.
Provides administrative support, including acting as recording secretary on staff and volunteer committees as required. Duties include preparation and distribution of agendas and backup materials, attending meetings, preparing and circulating minutes, tracking assigned actions, and taking appropriate follow-up action as required.
Assists with scheduling various divisional, leadership and Foundation meetings, including identifying and securing suitable venues, room set-up, preparing agendas, discussion materials and meeting minutes, and arranging catering and parking.
Opens, sorts, and distributes incoming electronic and paper correspondence on behalf of the ED, including screening and re-routing correspondence and composing replies for the ED’s signature.
Arranges travel, accommodation, registration for conferences/seminars and relevant materials for the ED.
Responsible for the monthly reconciliation of the ED’s personal and corporate credit card
Answers telephone inquiries, re-routing when required and obtaining and providing information as appropriate.
Delegates work on various tasks or projects as required and as directed by the ED.
Provides backup administrative support as required to deliver on divisional goals and objectives.
Undertakes related duties consistent with the job grade for this position.



Grade 12 completion plus completion of a post-secondary certification in office administration or related discipline and additional post-secondary education in business, communications or fundraising.


Two years of management and administrative experience plus two years of recent experience in similar role in fundraising, preferably in a post-secondary environment.
Experience working with a variety of stakeholders including volunteers, board members, donors and executives.
Experience in providing administrative support, including meeting management, to senior level executive and volunteer board/committee(s).

Software/Computer Application(s) and Expertise

Formal certification and proven, extensive experience using Microsoft Office applications including Outlook, Word, Excel, PowerPoint and Publisher.
Proven experience using Raiser’s Edge relationship management software.
Banner and Cognos experience would be an asset.
Experience in desktop publishing is an asset.

Communication/Interpersonal Skills

Exemplary organizational, communication (both verbal and written) and interpersonal skills.
Proven ability to establish and maintain effective working relationships, contribute effectively to the team, and to complete all duties independently and on own initiative while maintaining strong communications with the ED.
Ability to maintain confidentiality and exercise considerable judgment, tact, and discretion with all sensitive and confidential information.
Demonstrated ability to identify problems, evaluate alternatives and make logical decisions and recommendations using sound knowledge of Institute policies and procedures.
Delivers exceptional customer service, displaying exceptional judgment in determining the nature and importance of inquiries and following up with appropriate action, resolving problems and answering questions as appropriate.

Administrative Skills

Knowledge of Revenue Canada Guidelines, FOIPOP (Freedom of Information and Protection of Privacy), and records management.
Proven compentency in word processing skills and ability to produce documentation for internal and external clients with accurate keyboard skills of 50 wpm.
Experience and skill in formatting documents, proofreading, wordsmithing and generating polished, professional documents, presentations, and proposals.
Proven ability to organize and prioritize workload to meet established deadlines and handle several projects simultaneously through to completion, with minimal direction or supervision.
Experience preparing agendas, meeting packages, and taking meeting minutes.

Other Skills

Acts as an ambassador for the Institute and represents the office of the ED, the BCIT Foundation and the Advancement Division in a professional manner.
Demonstrated ability to deal effectively with pressure, set priorities, demonstrate initiative and handle multiple projects.
Must have the ability to work a flexible schedule including evenings and weekends.
Asset to have a valid BC driver’s license, and access to a reliable vehicle.

Additional Information

Being a part of BC’s Top 100 Employers, and a member of the CCDI.
A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.
Access to Professional Development Funds and opportunities for career development.
Increase your knowledge with Tuition waivers for BCIT courses.
Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).
Additional Wellness and Employee Assistance programs.

Salary Range Pay Grade 8: $53,679 to $58,354 per annum
Additional Salary Information

External hires are initially placed at the minimum of the salary range with progression to the maximum. Salary prorated based on percentage and term of appointment.

Posting Category Administration
School/Service Area Foundation
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Regular
Full-Time/Part-Time Full-Time
Number of Vacancies 1.0
Anticipated Start Date 12/14/2020
Anticipated End Date
Competition Number 20B592
Competition Open Date 11/28/2020
Competition Close Date
Open Until Filled? Yes
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