Posting Number

Posting Number

AS0061

Position Information

Division

College Governance & Strategy

Department

Leadership Team Operations

Supervisor Title

Manager, Leadership Team Operations

Location

Comox Valley(CV)

Posting Type

Internal/External Posting

Position Status

Regular

If Others, please specify

Desired Start Date

06/21/2026

Position End Date (if temporary)

Weekly work schedule (please indicate the start and end times for each day of work)

Monday to Friday, 8:30 – 4:30

%

100

Pay Grade

The salary for this position is based on administrative pay grade 6 (Minimum $67,893 Control Point $90,524) plus benefits package. Salary will be determined commensurate with experience.

Position Summary

Reporting to the Manager, Leadership Team Operations, the Executive Assistant, Leadership Team and Board Operations is an advanced, executive- level position which provides confidential administrative support to members of the Leadership Team and the Board of Governors. The Executive Assistant acts on behalf of the Leadership Team and the Board to ensure the follow-through of tasks and projects and to provide support and advice regarding process, intent and implication. The Executive Assistant assists with the management of priorities, activities and operations of the Leadership Support Team, Board, Leadership Team, Education Team and Operations Team. This position is a key liaison connecting the Leadership Support Team with other areas of the College and external parties.

The Executive Assistant collaborates closely with the Manager, Leadership Team Operations and other members of the Leadership Support Team to ensure the smooth operation of and effective flow of information and delegation of tasks. This position is responsible for the development and implementation of a framework of systems and procedures that anticipate, identify and address the needs of the Leadership Team and the Board.

NIC is an inclusive College and accordingly the Executive Assistant must demonstrate a strong commitment to teamwork, collaboration, equity and inclusion.

Position Competencies

• Creates a Positive Climate and Culture

• Effective Communication Skills

• Effectively Develops Goals and Objectives

• Focuses Effectively on Key Results and Priorities

• Demonstrates a Focus on Continuous Improvement

• Interpersonal Effectiveness

• Team Leadership

• Developing Others

• Championing and Adapting to Change

Duties & Responsibilities

Executive Support

• Provide high-level confidential administrative support to members of the Leadership Team, Board of Governors and related committees.
• Act as a key advisor to the Leadership Team and Board using sound judgement to advise on pressing issues and emerging matters of concern.
• Draft correspondence of a routine and complex nature for signature, prepare briefing notes, research content, analyze information and make recommendations.
• Participate and support meetings and committee activities to further the goals of the Leadership Team and their respective departments.
• Schedule meetings, prepare agendas and support documentation, record and distribute minutes for meetings of the Leadership Team and coordinate internal meeting agendas and packages for other leadership and committee meetings.
• Act as the initial contact for all internal and external individuals and groups requiring information and/or action from the Leadership Team and take action using initiative and judgement to resolve issues where possible and assign matters requiring immediate action to the appropriate authority and/or bringing to the attention of the VPs or Manager, Leadership Team Operations.
• Schedule meetings, make travel arrangements, and coordinate events and activities between the Leadership Team, the Board and College personnel and external committees on which the Leadership Team members serve.
• Support, plan and coordinate a variety of internal and external events.

Board Governance and Board Operations

• Coordinate the smooth provision of support functions for a high-volume of Board activities including regular, closed and special meetings. This includes planning for room layout, catering and IT support.
• Compile information, prepare reports and correspondence, including highly sensitive and confidential documents for different stakeholders.
• Attend Board and committee meetings and accurately record and distribute agendas and minutes, with timely follow-up communication of any action items emerging from the meetings.
• Ensure timely and efficient communication and distribution of information to the Board, committees, Leadership Team and others as required.
• Coordinate and support the functions of the various Board committees, including scheduling, organizing attendees, orienting new members, building and distributing agendas, communicating notices and minutes and implementing Board decisions.
• Liaise with Crown Agencies and Board Resourcing Office (CARBO) department within the Ministry’s office on a regular basis to provide support in Board recruitment, succession planning, appointment processes and Board member evaluation.
• Support the Leadership Team and colleagues on issues related to the Board and governance, using sound judgment to advise of pressing issues and emerging matters of concern.
• Efficiently manage the day-to-day operations of the Board Office.
• Prioritize and facilitate communications received by the Board Office and respond on behalf of the Board or forward messages as appropriate.
• Develop and oversee the budget for the Board Office and monitor and approve expenditures.
• Manage Board webpages and internal sites, ensuring content is accurate and up to date.
• Support, plan and coordinate a variety of internal and external activities, organizing travel arrangements for the Board of Governors, Leadership Team and others as needed.

Leadership Support Team

• Support the Manager, Leadership Team Operations with the day-to-day operations of the Leadership Support Team.
• Collaborate with other members of the Leadership Team Support to provide executive support and coverage as required.
• Maintain official records on behalf of the Leadership Team, the Board and Leadership Support Team in accordance with college policies and Freedom of Information and Protection of Privacy Act (FOIPPA).
• Monitor budgets and approve expenditures.
• Develop and maintain effective working relationships and liaise with a variety of internal and external individuals and groups, including staff, faculty, students and their respective unions, other institutions, external agencies, professional associations, community organizations and the public.
• Prioritize and facilitate communications received by the Leadership Support Team including telephone calls, mail and email messages, and respond or forward messages as appropriate.
• Produce letters and other documents for various internal and external stakeholders.
• Maintain awareness of emerging workplace and educational technologies and participate in relevant professional development and knowledge sharing opportunities.

Employee Relations

• Support effective union and management relationships and establish respectful, productive working relationships with union representatives who consult and work with the Leadership Team.
• Support the Leadership Team with their direct reports on confidential HR matters including record management, note-taking and communication.
• Support the Leadership Team with labour relations matters including preparation and conduct of grievances and collective bargaining.

Project Support

• Participate in the advancement, implementation and coordination of projects relating to planning and operations.

• Research, document and provide advice on college projects and priorities.

• Support the handling of internal and external queries regarding the Freedom of Information and Protection of Privacy Act (FOIPPA).

• Conduct research, analyze and summarize data from various sources including statutes, legislation and research papers for board meetings, planning sessions, retreats and other related projects as required.

• Provide support on special projects as assigned by the Leadership Team and Manager, Leadership Team Operations.

Required Education & Experience

• A Bachelor’s Degree or equivalent in a relevant discipline.

• Minimum five years of administrative management experience, preferably in a senior executive assistant role within a post-secondary environment.

Required Knowledge Skills & Abilities

• Experience with or knowledge of budgetary processes including the administration and monitoring of budgets.

• Excellent verbal and written communication and presentation skills.

• Demonstrated project management experience with the ability to prioritize workloads and to develop, plan and complete multiple concurrent projects.

• Demonstrated ability to analyze and interpret legislation, bylaws and policies which apply to the operation of a post-secondary environment.

• Demonstrated ability to undertake research projects and to create reports and documents.

• Demonstrated strong work ethic.

• Ability to exercise sound judgement, tact and discretion while communicating sensitive and confidential information.

• Ability to communicate professionally and to effectively and respectfully work with individuals at all levels within the College in a variety of consultative and collaborative processes.

• Strong self-starter and superior team player.

• Advanced proficiency in business software, applications and technology, including but not limited to Microsoft Professional Suite applications, Adobe Acrobat and videoconferencing.

• Committed to upholding confidentiality, sensitivity and exercising discretion when dealing with contentious issues in an environment of changing priorities and demanding timelines.

Special Instructions to Applicant

Posting Detail Information

Posting Open Date

05/14/2026

Posting Close Date

Open Until Filled

Yes