Job Description

BCIT's

Marketing and Communications

department is seeking a

regular, full-time (1.0

FTE

) Confidential Assistant to Associate Vice President, Marketing & Communications

. This position provides administrative assistance to the Associate Vice President, Marketing and Communications and Directors, overseeing all administrative support activities to ensure efficient day-to-day operations for Marketing and Communications. Prepares materials of a sensitive and confidential nature, coordinates the AVP's and Directors' calendars, and arranges meetings and events. Assists the AVP and Directors in coordinating internal and external communications and the flow of information. Supports the leadership team in the development of strategies and plans, including the annual budget. Carries out special assignments, which may involve research and analysis activities.

Duties & Responsibilities

KEY

ACCOUNTABILITIES

:

Oversees all administrative activities, ensuring the efficient day-to-day operations for Marketing and Communications. Includes developing and maintaining the necessary administrative processes and procedures. Assists the AVP and Directors by preparing a wide range of materials, often of a sensitive and confidential nature. Includes briefs, correspondence, powerpoint presentations, reports, spreadsheets, minutes, records, and other documents. Coordinates the AVP and Directors calendars by scheduling internal and external meetings and appointments, resolving scheduling conflicts, and compiling all related materials. Coordinates travel arrangements, including itineraries, accommodations, and transportation. Coordinates arrangements for Marketing and Communications team meetings and events, assisting with planning, venue and catering arrangements, and preparation of agendas and materials. Supports the planning and execution of Institute-wide events. Coordinates cross departmental activities, such as the staff engagement program, including monitoring and reporting on action plan activities. Assists the AVP and Directors by coordinating internal and external communications, and the flow of related information and documentation. Liaises internally with office of the Vice President, management and staff, and externally with educational institutions, government, business and other organizations. Responds to queries/issues within scope of the role or redirects as appropriate. Assists the AVP and Directors in the development of divisional strategies and plans, and tracking of related activities. Coordinates development and preparation of annual budget, including projections and recommendations, monitors budget and processes expenses while ensuring adherence to related policies. Oversees and coordinates onboarding and offboarding activities and processes across Marketing and Communications. Ensures accurate and timely tracking and maintenance of department attendance records. Orders office supplies and coordinates maintenance activities through liaising with internal and external service providers and suppliers. Resolves office technology issues, liaising with IT support and/or vendors as necessary. Carries out special assignments, which may involve research and analysis activities. Participates as a member of various task teams, committees and initiatives, providing administrative perspective and support. Provides coverage for other executive and confidential assistants as required. Manages reporting staff, including selection, coaching, mentoring, development, performance management and all other people-management practices. Collaborates with Directors on performance-related matters.

Qualifications

QUALIFICATIONS

&

REQUIREMENTS

:

Completion of Grade 12 plus up to two years of post-secondary education, includes courses in business and office administration and financial management. Minimum 5 years' experience as an executive assistant or other senior administrative role, including one year of supervisory experience in a unionized environment. An equivalent combination of education and experience may be considered. Solid communication and interpersonal skills, with ability to provide clear explanations of policy, procedure, and other factual information. Solid leadership skills and ability to provide training to staff on various processes and tools. Ability to develop and maintain effective working relationships and exercise tact and diplomacy in dealing with confidential and sensitive information. Basic analytical skills with ability to identify the root cause of administrative problems and take action to resolve. Solid organization skills with ability to deal with changing priorities and tight deadlines. Advanced proficiency with standard office systems and applications.

Additional Information

Benefits - Why you'd love working with us

Competitive pay Minimum of twenty-five days of vacation Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $500 if eligible! Defined benefit

pension

plan with employer contributions Flexible hybrid work arrangements available

Professional Development

funds and resources Access to most BCIT Flexible Learning

courses

free of charge

Wellness

and Employee Assistance programs Complimentary membership with free access to the Fitness Centre, Gymnasium, and

more*
For more information on our generous benefits,

click here

!





BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.



Persons with disabilities who require accommodation for any part of the application or hiring process should contact

RecruitmentAssistant@bcit.ca

. Please note that all applications must be submitted via the careers page portal.

Email applications will not be accepted

.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwm??kw?y??m (Musqueam), S?wx?wu7mesh (Squamish), and s?l?ilw?ta?? (Tsleil-Waututh).


Position Details

Posting Category

Management

Salary Range

$71,944 - $94,427, with a control point of $89,931 per annum.

Additional Salary Information

The Compensation Range is the span between the minimum and the maximum base salary for a position. The control point of the range represents an employee that possesses full job knowledge, qualifications, and experience for the position. In the normal course, employees will be hired, transferred, or promoted between the minimum and the control point of the salary range for a job, taking internal equity into account. Salaries above the control point may be considered for extenuating circumstances and must be approved by an external governing body.

Department 2

MarComm Admin

Campus Location

Burnaby campus

Bargaining Unit

Management

Job Status

Regular

Full-Time/Part-Time

Full-Time

Number of Vacancies

1

Anticipated Start Date

08/18/2025

Anticipated End Date

Competition Information

Competition Number

25M214

Competition Open Date

07/05/2025

Competition Close Date

Open Until Filled?

Yes