EXISTING CNC CUPE Employees:

For all Administrative postings please disregard the following statement. For CUPE postings please refer to Article 9.01 (d) of the CUPE Collective Agreement to ensure you have met the eligibility requirements to apply to CUPE competitions.

Employment Status Full Time Employment Type Regular Job Summary

JOBSUMMARY:
Under the supervision of the Vice President, Finance & Corporate Services, the Executive Office Assistant provides confidential receptionist, clerical and administrative support to the Executive Office.

NATURE & SCOPE**:**

• The Executive Office Assistant provides confidential support to the Executive Office.
• This role supports and coordinates meetings, events and travel arrangements.
• The position supports the Board of Governors with administrative requirements, as directed.
• The Executive Office Assistant supports general administration activities such as financial tasks, clerical duties, and liaising with external partners.
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
• You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.

Specific Duties

Executive Office Support

• Serves as the primary point of contact for the Executive Office, providing reception services and serving as a key information and resource liaison to the Executive Office.

• Assists with room bookings for the Executive Office and provides technical support to visitors using the equipment in the boardroom.

• Provides back-up coverage in the absence of an Executive Assistant to the Vice President. This may include but not limited to: attending and taking meeting minutes, preparing and/or responding to correspondence, triaging calls, and scheduling meetings and appointments.

• Maintains knowledge of current Board of Governors, politicians and Ministry officials to ensure requests are prioritized and responded to in an appropriate manner.

• Handles highly confidential material related to policy decisions on planning, budget, employee relations matters, confidential student matters, and collective bargaining.

• Provides administrative support for the Elder Advisor to the President, including scheduling meetings and preparing correspondence, as required.

Meetings, Events and Travel Arrangements

• Coordinates logistics for events, meetings and other activities relating to the Executive Office, as directed, and often working collaboratively with Executive Assistants to the VPs.

• Acts as recorder at meetings, as required.

• Assists with special projects undertaken by the President’s Office and/or the Vice Presidents.

• In consultation with the Executive Assistants to the President and Vice Presidents, responds to requests for meetings and, as directed, prepares meeting materials.

• Makes travel and accommodation arrangements as directed.

• Ensures that the Executive Office’s meeting rooms are in a ready-to-use state and liaising with Facilities, IT Services, and Food Services as needed.

Board Administration Support

• Assists with preparation/set up for Board meetings, retreats, committee meetings and Board orientation.

• Assists with agenda package preparation and Board communication.

• Assists with general administrative duties as related to Board Administration.

General Administration

• Reconciles expense accounts as directed.
• Manages invoices to ensure payments as directed.
• Prepares routine correspondence and researches information for the Executive Office.
• Maintains leave schedules as directed.
• Creates, formats, and manages documents.
• Processes numerous routine matters emanating from the Executive Office including financial, personnel requests and documents.
• Liaises with internal and external college community including government, other post-secondary institutions, and community members.
• Assists with maintaining well-organized electronic and paper filing systems.
• Ensures adequate office supplies are available, and equipment is functional to support the efficient operation of the office.
• Liaises with IT and Facilities on service requests as required for effective operation of the Executive Office and its associated meetings rooms.
• Provides assistance to the Executive Assistants during peak busy periods.
• Performs other duties as required.

Skills & Qualifications

• Diploma in Office Administration, or a related field of study and minimum of 3 years related experience as an Administrative Assistant within a large, complex organization required; an equivalent combination of education and experience may be considered
• Experience within a post-secondary or other public sector environment is preferred
• Demonstrated effective written and verbal communications skills are essential
• Exemplary interpersonal skills, including relationship management, trust building and the ability to display tact, courtesy and professionalism in all situations are essential
• Demonstrates unquestionable integrity and ethics
• Excellent organizational and time management skills
• Proven experience in drafting agendas and recording minutes for meetings
• Proven experience in event planning and execution
• Demonstrated technical skills including knowledge of expertise in standard office technology and software applications
• Ability to work as an effective team member in the confidential operation of an Executive Office or similar environment
• Demonstrated ability to be pro-active and take initiative
• Demonstrated ability to work in a collaborative manner with all levels of organizational leadership
• General knowledge of the College organizational structure, departmental functions and related policies/procedures is an asset
• Knowledge of Privacy and Freedom of Information legislation and best practices is an asset
• Keyboarding at 50WPM
• Must be able to work outside normal business hours when required

Band NA Grade 4 Salary $58,750 - 78,333 per year Location Prince George CNC Campus Prince George Province BC Country Canada Department Finance & Corporate Services

Posting Detail Information

Posting Number

26-018AP

Employee Group

Administrative

Desired Start Date

06/01/2026

Position end date (if temporary or seasonal)

Additional Appointment Details

Number of Hours per week

37.5

Posting Competition Status

Accepting Applications

Open Date

04/20/2026

Screening/Close Date

04/27/2026

Remain Open Until Filled

Special Instruction/Details to Applicant