Job Description
CLOSING: Open until filled.
Land Acknowledgement
George Brown College is located on the traditional territory of the Mississaugas of the Credit First Nation and other Indigenous peoples who have lived here over time. We are grateful to share this land as treaty people who learn, work, and live in the community with each other.
Equity Statement
George Brown College is committed to creating and sustaining an equitable and inclusive learning and working environment. We encourage and actively seek applications from Indigenous, Black, racialized people, visible minorities, 2SLGBTQIA+ persons, all genders, and persons with disabilities.
GBC Vision
To be a college renowned for its inclusion, excellence, relevance, impact, and leadership.
Position Description:
Reporting to the Vice-President, Facilities and Sustainability, the Executive Assistant is responsible for providing confidential executive-level support for the Office of the Vice-President. The Executive Assistant ensures efficient and effective administrative, operational and project management support for the Vice-President, in addition to supporting divisional and institutional projects and collaborations. The incumbent must represent the Office of the Vice-President in a manner that is collaborative and professional; and serve as the primary point of contact with other executives and their assistants, and with all academic and administrative areas of the College.
The Executive Assistant establishes work plans to support the execution of the Vice-President's short-and-long term priorities, including coordinating the necessary input workflows from the Vice-President's reporting units.
Key responsibilities:
Provides confidential executive-level, administrative, operational and management support and ensures the effective and efficient operation of the Office.
- Manages operations for the office including scheduling appointments, liaison with internal and external contacts, acting on behalf of the Vice President where appropriate.
- Coordinates and provides support for meetings - organizes, manages logistical arrangements, takes minutes, and takes action relating to committee decisions.
- Responds to inquiries on behalf of the Vice-President concerning Facilities and Sustainability related issues and concerns, policies, and procedures.
- Works in collaboration with VP’s direct reports to track and prioritize deliverables, and to communicate and provide instructions, support, and mentorship and to enforce college procedures and policies.
- Ensures clear, timely and effective communication with the VP, to prioritize attention to items that will maintain and build GBC’s professional reputation among all stakeholders.
- Collaborates with Human Resources to support the Vice-President with recruitment and onboarding of new employees.
- Schedules and maintains preparation material, background and logistical support for internal and external appointments, meetings, domestic and international travel arrangements.
- Facilitates, coordinates, and participates on projects that have both department and college wide impact, such as Campus Master Plan, Asset Management development and space management initiatives.
- Leads on other departmental projects and events such as all team events, planning and working with team members to coordinate logistics.
- Conducts a range of special projects operating under the direction of the Vice President., Facilities and Sustainability.
- Proactively considers actions and steps to assist the VP in leading a high performing team.
- Other related duties as assigned.
Educational and Experience requirements:
Three-year Diploma or Degree from a recognized post-secondary institution. Graduate of a Business, Engineering, Design, and/or Office Administrative Diploma or equivalent. Preference for a degree.
- Minimum of five years’ progressive administrative, project management experience in a large, complex preferably unionized environment.
- Knowledge of the College operations and organizational structure.
- Knowledge of the Facilities and Sustainability functions.
- Knowledge of the College policies, operations, and organizational structure is highly desirable.
- Project and event management/coordination and budget management experience is an asset.
- Microsoft Office computer skills with expertise in Word, Excel and Power Point and the initiative to use emerging technologies i.e., Blackboard, Office 5 is needed.
- Working knowledge of College IS systems, with capability to learn the HRIS/Banner system to high degree of proficiency.
- Knowledge of the College policies, operations and organizational structure is an asset. Working knowledge of the College IT Systems.
Skills and Attributes:
Solid analytical, conflict resolution and creative problem-solving skills required.
- Highly developed organizational skills and proven ability to prioritize competing deadlines.
- Demonstrated ability to handle highly sensitive issues in a professional manner, with discretion, maturity, and tact.
- Excellent customer service, interpersonal and oral and written communication skills with the ability to develop positive working relations across multiple business units.
- Able to deliver high quality documentation paying attention to detail in the environment of tight timelines is required.
- Excellent problem-solving skills and ability to maintain confidentiality of information is essential.
- Demonstrated leadership in delivering excellent service to others as this is key in supporting the success of our students and our College.
- Solid collaboration and teamwork skills.
- Effective ability to interact with others and deal with situations in ways that respect diverse backgrounds, experience, and styles.
- Flexibility in adapting to change and in participating in consultative decision-making processes.
- Willingness to work extended hours periodically as required.
Interview process may consist of a practical skills component.
Notes:
- The College requires proof of degrees, credentials, or equivalencies from accredited regional or federal post-secondary institutions and/or their international equivalents. Credentials may require validation at the time of interviews or offer.
- GBC employees please use https://adfs.georgebrown.ca/adfs/ls/IdpInitiatedSignOn.aspx to apply via our internal site using your GBC credentials for consideration.
About Us:
George Brown College prides itself on educating students through real-world learning, in the heart of Toronto. Our faculty and employees make this vision a reality, and we support them by making George Brown a great place to work. See why we are consistently ranked as one of GTA’s top employers.
Why work here?
George Brown College offers hybrid work opportunities, a competitive pension plan, generous holiday and vacation time, a tuition assistance program, discounted rates for employees taking Continuing Education courses, and an equitable work environment where everyone matters.
George Brown College is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Candidates who require accommodation in the hiring process may contact TalentAcquisition@georgebrown.ca confidentially.
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