Executive Assistant (26:162)

Job summary

Provide administrative support to senior executives by coordinating calendars, meetings, travel, correspondence, reports, and meeting materials. Liaise with internal departments and external partners, support program reviews and special projects, and help maintain official meeting records.

Job details

Term of App't: Temporary, Full time (Monday - Friday, 35 hrs/week) until March 31, 2027. Start date: Immediately (date will be determined) Reporting to: Vice-President of Community Relations & Institutional Strategy Salary/Benefits Excluded position: Grid 5, $34.70 - $46.26 per hour, depending on experience and qualifications as per NLC's Excluded Salary Scale. Annual vacation is pro-rated and front-loaded, based on 210 hours per year, as well as additional leave time will be available for medical leaves, family illness, etc. Staff in this division have the option to enroll in the College Pension Plan, with contributions matched by the Employer. Description Northern Lights College is seeking an organized, collaborative, and highly professional individual to join our team in a key support role, Executive Assistant, within the Executive Operations department. Reporting to the Vice-President, Community Relations and Institutional Strategy, this position provides administrative support to select members of the senior executive team and may occasionally assist the Sr. Executive Assistant to the President and Board of Governors. As a trusted member of the administrative team, you will play an important role in supporting the efficient and effective operation of executive offices by coordinating meetings, preparing correspondence and reports, organizing travel arrangements, and managing a variety of administrative priorities. Key Responsibilities Include Preparing and coordinating meeting materials, background information, reports, and correspondence. Managing calendars, scheduling appointments, and coordinating meetings and events. Arranging travel and accommodations for the Vice-Presidents. Supporting program review activities and special projects as required. Acting as a liaison between internal departments and external partners to facilitate communication and ensure timely follow-up on important matters. Assisting with the preparation of agendas, meeting packages, and official meeting records. This role offers an opportunity to contribute to the success of NLC's leadership team while supporting initiatives that serve students, communities, and the region. Qualifications The ideal candidate is an exceptional communicator with strong organizational skills and a demonstrated ability to manage multiple priorities in a fast-paced environment. You Will Bring Completion of a recognized Office Administration program, or an equivalent combination of education and experience. A minimum of five years of progressively responsible administrative experience. Advanced proficiency with Microsoft Office applications. Experience coordinating travel arrangements, meeting logistics, and executive calendars. Experience preparing agendas, meeting packages, and recording official meeting minutes. Strong interpersonal skills with the ability to build positive working relationships across departments and with external stakeholders. The ability to exercise sound judgment, maintain confidentiality, and work independently with a high degree of accuracy and professionalism. A valid Class 5 driver's licence. We thank all applicants for their interest in employment with NLC, however; only those contacted for an interview will be acknowledged. To support employment equity and diversity in the workplace, we encourage all qualified applicants, including Indigenous Peoples, persons with disabilities, visible minorities, women, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who may contribute to diversity at Northern Lights College. In the spirit of reconciliation, we are committed to increasing Indigenous Peoples' representation throughout the institution and encourage applicants to self-identify as Indigenous--First Nation, Metis, or Inuit within cover letters and/or resume. Salary: $34.70 - $46.26 per hour

What you’ll do

Provide administrative support to senior executives by coordinating calendars, meetings, travel, correspondence, reports, and meeting materials. Liaise with internal departments and external partners, support program reviews and special projects, and help maintain official meeting records.

Requirements

Requires completion of a recognized Office Administration program or an equivalent combination of education and experience, plus at least five years of progressively responsible administrative experience. Candidates must have advanced Microsoft Office proficiency, executive calendar and travel coordination experience, strong communication and organizational skills, sound judgment, confidentiality, accuracy, and a valid Class 5 driver's licence.

Benefits

• Pro-rated, Front-loaded Annual Vacation
• Additional Leave for Medical Leaves and Family Illness
• Optional College Pension Plan with Employer-matched Contributions

Listed skills

• Organization · Preferred
• Multitasking · Preferred
• Microsoft Office · Preferred
• interpersonal communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Administrative Support
• Calendar Management
• Meeting Coordination
• Travel Coordination
• Microsoft Office
• Agenda Preparation
• Meeting Package Preparation
• Minute-taking
• Report and Correspondence Preparation
• Event Coordination
• Stakeholder Communication
• Organization
• Multitasking
• Confidentiality
• Sound Judgment
• Interpersonal Communication

Job areas

• Administrative
• Education
• Management & Leadership

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